Project Coordinator

MAESTRO INTEGRATIONS LLC•Austin, TX

26d•$55,000 - $66,000

About The Position

The Project Coordinator is responsible for supporting quality control, documentation, operational tracking, and cross-functional coordination for multi-family development and construction projects. This role serves as a central point of coordination between field operations, administrative staff, vendors, subcontractors, and executive leadership to help ensure work is properly documented, accurately tracked, and completed in alignment with company procedures. This position maintains accurate project records, monitors labor and material activity, supports permit and compliance tracking, and prepares timely updates for management. The role also provides coordination support to the COO and CEO by helping manage priorities, action items, meeting preparation, and project-related reporting.

Requirements

Prior experience in project coordination, operations, quality control, construction administration, real estate development, multi-family property management, or a related field is preferred.
Proficiency with Microsoft Office applications, especially Excel and Word, along with the ability to learn and maintain accurate data in project management, accounting, and document management platforms.
Strong attention to detail and the ability to manage permits, material logs, labor tracking, project files, schedules, executive calendars, and follow-up items simultaneously.
Professional written and verbal communication skills, including the ability to provide clear updates, escalate issues appropriately, and coordinate effectively with field and office teams.
This role requires regular communication, coordination, and urgent field updates with team members, vendors, and executives. The Project Coordinator may be required to utilize a personal mobile device (smartphone) for work-related calls, messaging, or approved corporate applications.
Ability to identify missing information, anticipate delays, follow up on open items, and support timely resolution of operational issues.
Dependable, discreet, organized, and able to handle confidential information, executive-level priorities, and time-sensitive requests with professionalism.

Nice To Haves

Project management or project coordination certifications are optional but beneficial for success in this role.

Responsibilities

Monitor labor hours, time entries, and job activity against project estimates, schedules, and approved scopes of work; identify variances and escalate concerns as needed.
Track material orders, deliveries, usage, and inventory status to support timely availability and reduce project delays.
Maintain an organized master log of active and pending permits, licenses, inspections, and related compliance requirements for assigned developments.
Ensure project files, work orders, field notes, site updates, schedules, permits, and supporting documentation are complete, current, and properly filed in the appropriate systems.
Review project records and status updates for accuracy, completeness, and alignment with internal standards before reporting or routing information to leadership.
Partner with administrative team members to support billing, purchasing, data entry, recordkeeping, and internal communication workflows.
Coordinate communication between field crews, subcontractors, vendors, office staff, and management to ensure accurate and timely information flow.
Help track project milestones, pending tasks, job status changes, and operational priorities to support accountability and timely follow-through.
Prepare routine progress updates, labor summaries, material tracking reports, permit status updates, and other documentation for management review.
Assist the COO and CEO with scheduling coordination, meeting preparation, priority tracking, document organization, and high-priority administrative tasks.
Track executive decisions, assigned action items, and strategic project goals to ensure proper follow-up and communication with the appropriate team members.
Compile relevant project updates, logs, notes, and supporting materials for leadership meetings and operational reviews.
Follow standardized office procedures, maintain accurate documentation, and support consistent processing across all assigned projects.
Communicate urgent field updates, job status changes, and critical site alerts directly and promptly to the designated manager or responsible party.
Check and respond to internal communications, emails, and operational software queues within established daily response windows.
Keep projects, tasks, and work orders open in the system until the approved scope of work is fully completed or formally closed by the appropriate authority.
Document pending or delayed tasks with clear notes that explain the reason for delay, current status, next step, and responsible party.
Maintain accurate and consistent information across project management software, accounting systems, document repositories, shared logs, and related operational platforms.
Ensure notes, visit sequences, material logs, time entries, permit updates, and job status changes are entered accurately before the end of each workday.
Scan, digitally file, and route physical paperwork, permits, signed agreements, inspection records, and supporting documents to the correct project folder and appropriate party on the same day received whenever possible.
Participate in scheduled administrative and operational meetings prepared to report on active permit statuses, pending material shipments, labor tracking flags, open issues, and required follow-up items.