Real Estate Project Management Coordinator
About The Position
The Real Estate Project Management Coordinator provides operational and administrative support for the Real Estate & Store Development portfolio, ensuring disciplined execution of new builds, remodels, relocations, and special initiatives. This role is responsible for maintaining schedule integrity, ensuring completeness of project documentation, tracking cross-functional milestones, and supporting portfolio reporting processes. The Real Estate Project Management Coordinator plays a critical role in ensuring that governance processes are followed, timelines are transparent, and stakeholders remain aligned throughout the project lifecycle. This position is Dublin, California and reports to the Director of Real Estate Project Management.
Requirements
- 3–5 years of experience in project coordination, retail real estate operations, construction administration, or related field
- Experience supporting multi-site or multi-project environments
- Proficiency in project management tools (Smartsheet, MS Project, Lucernex, or similar)
- Strong Excel skills, including data organization and reporting
- Working knowledge of capital project budgeting (CapEx) and schedule tracking
- Strong organizational and follow-through skills
- Detail-oriented with high data accuracy standards
- Ability to proactively identify schedule risks and escalate appropriately
- Effective cross-functional communicator
- Comfortable managing multiple deadlines simultaneously
- Process-driven with strong documentation discipline
Responsibilities
- Maintain and update the master project management system (e.g., Smartsheet, Lucernex), ensuring data accuracy and timely status updates
- Execute the project intake process by reviewing new submissions for completeness and confirming required documentation before projects advance
- Maintain standardized templates, trackers, and file structures to support process consistency and reduce cycle time
- Follow up with internal stakeholders and external partners to obtain milestone updates and confirm timeline accuracy
- Monitor project schedules to identify potential conflicts or logic gaps and escalate risks to PMO leadership
- Prepare and maintain recurring portfolio reports, including schedule updates, risk logs, and capital pacing summaries, ensuring documentation is current and accessible to cross-functional partners
- Coordinate communication across Real Estate, Construction, Design, Finance, Legal, and Operations to ensure project dependencies remain on track
- Support governance meetings through agenda and reporting preparation, distribution of materials, and documentation of action items
- Support project close-out activities by collecting warranties, as-builts, O&M manuals, and required documentation
- Track Tenant Allowance (TA) submission status and confirm required materials are provided for reimbursement
- Additional duties as required
Benefits
- This role is eligible for health, dental and vision insurance, prescription drug, retirement savings (401k, employer-funded retirement plans, deferred compensation, and other defined-benefit or defined-contribution), life insurance, accident and disability, paid time off for sick leave, vacation, bereavement, jury duty, holidays (9 days per year), wellbeing program, commuter, adoption assistance, legal services, and employee merchandise discounts.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
5,001-10,000 employees
