Development Project Coordinator (Real Estate)

Job Title: Development Project Coordinator

Reports To: Senior Vice President

Direct Reports: None

Department: Real Estate

Location: Home Office � Newport Beach, CA (Hybrid, In-Office 4-8 days/month)

FLSA Status: Exempt/Salary

Westport Work Category: Mobile Team Member

Position Status: Full-Time

Work Schedule: Monday-Friday 8:00 am - 5:00 pm (subject to change based on project assignments/deadlines)

Base Salary Range: $68,000 - $80,000

Travel: Visits to cities, consultants� offices, and projects throughout Southern California may be required.

Job Summary:
Development Project Coordinator will support the development team in managing and overseeing various administrative tasks associated with project development. This includes contract management, budgeting, vendor scheduling and follow-up, and coordination with multiple internal departments and external parties. The role also involves regular interaction with construction contractors, managing and tracking vendor and consultant performance, and ensuring timely completion of deliverables. The coordinator will facilitate internal presentations and reporting to keep the team and stakeholders informed on project progress, challenges, and milestones. Additionally, the coordinator will assist in preparing and presenting cost reports, highlighting key financial metrics, budget variances, and project cost performance.

This position is essential in ensuring smooth operations and timely execution of development projects. The coordinator will work closely with accounting, project managers, contractors, consultants, and other stakeholders to ensure that project timelines, budgets, and quality standards are met. Key responsibilities will also include managing contractor relationships, ensuring that vendors and consultants are meeting agreed-upon milestones, and proactively following up to resolve any issues. The Development Project Coordinator will be instrumental in driving project efficiency, supporting project execution from inception to completion, and providing regular updates and analysis to senior leadership.

Essential Duties & Responsibilities:

• Regular worksite attendance in accordance with Company�s Attendance Policy is required for this position

• Contract Management & Tracking:

  • Enter and catalog all contracts, commitments, and agreements in the Yardi system.
  • Ensure proper tracking of cost exposure for active and upcoming projects.
  • Coordinate with accounting to prepare and update job cost reports.

• Job Cost Setup & Tracking:

  • Interface with the accounting department to set up job costs for new deals and ongoing projects
  • Work with the accounting team to monitor and track job cost budgets, including expenses related to due diligence and initial project costs.

• GC Billing & Payment Tracking:

  • Compile and organize general contractor (GC) billings and ensure that they are properly documented.
  • Track both unconditional and conditional payment releases to GC and subcontractors.
  • Maintain detailed records of payment terms and schedules for all contractors.

• Change Order Management:

  • Monitor and log GC change orders.
  • Ensure that all change orders are submitted for manager review and approval.
  • Assist in analyzing change order impact on project timelines and budgets.

• Project Documentation & Coordination:

  • Document key meetings with design teams, architects, and other stakeholders.
  • Prepare and track payments to cities, utilities, and other external vendors.
  • Generate and submit check requests to accounting for processing.
• Filing and Records Management:
  • Maintain organized filing of all project-related documents, ensuring that files are up-to-date and stored properly on the server.
  • Ensure compliance with company and regulatory requirements for record keeping.

• Administrative Support:

  • Assist with general administrative duties as needed, including scheduling meetings, preparing presentations, and coordinating project timelines.
  • Provide support for other team members to ensure timely execution of project milestones.

Qualifications

Education / Experience:

� High School Diploma is required
� Some college preferred
� Minimum 5 years of progressive (administrative, project coordination, development coordination, or construction management) experience in a Coordinator role
� Proficient knowledge of Microsoft Office Suite, contract administration, cost tracking, scheduling, and vendor coordination

Skills:

• Excellent verbal and written communication skills

• Good organizational skills

• Ability to work within a team and to foster teamwork

• Proactive, self-starter, goal oriented and ability to work independently

• Proficient in Microsoft Office products

• Ability to work flexible hours depending on various departmental project deadlines and/or Company events and sponsored programs (including a few late?evenings and weekend events per year)

• General office and telephone skills are required

• Basic Computer Skills are required

• Must maintain and hold a valid State Driver�s License (if driving for Company business for the role)

Physical Demands:

• Stationary Position: frequently remains stationary up to 50% of the time and sitting up to 8 hours per day

• Move/Traverse: infrequently bend, stand, stoop and/or walk

• Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds

• Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with internal and external personnel.

• Sight: frequent use of sight to detect images on computer, office documents, facility objects near and far

• Climb: occasionally ascends/descends on stairway to get to office upper and lower floors

About Westport Properties:

Founded in 1985, Westport Properties (�WPI�) is an owner-operator of self storage, multifamily and industrial properties across the United States. The Company is a fully integrated operator that develops, acquires and manages its portfolio as well as providing third-party management services. As of March 2024, WPI has approximately 15.2 million square feet of self storage space under management and its total assets under management is approaching $3.2 billion with its US Storage Centers brand as well as over 650 multifamily units while employing over 600 people nationwide. WPI is a founding partner of the 501(c)3 Kure-It, a non-profit organization that raises money for underfunded cancer research, and Charity Storage, a 501(c)3 that uses vacant storage units to raise money for local charities. To date, Kure-It has raised over $15M and Charity Storage has raised over $1.2M.

At-Will Employment & Equal Opportunity Employer:

Westport Properties, Inc. is a parent company of US Storage Centers (USSC) which provides at-will, equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, marital status, disability or genetics. Furthermore, Westport Properties, Inc. expressly prohibits any form of workplace harassment and discrimination based on age, disability, color, genetics, marital status, national origin, race, religion, sex, sexual orientation, or veteran status in compliance with federal, state and applicable local laws governing employment and labor law in every location in which the company conducts business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Disclaimer:

All Employees must pass a post-offer, pre-hire background screening which includes a multi-state criminal check and DMV Records in accordance with federal protected FCRA/FACTA Requirements for Investigative Consumer Reports, CA ICRA and other state mandated requirements for employment purposes. Furthermore, this job description is subject to change at any time. Nothing in this job description is meant to guarantee employment status and/or position. This job description neither restricts nor prevents management�s right to assign and/or reassign duties and responsibilities to this job at any time of the essential functions. It does not proscribe or restrict the tasks that may be subsequently assigned.