Project Coordinator

Position Summary

The Club at Bella Collina is seeking a highly organized and detail-oriented Project Coordinator to support the successful planning, coordination, and execution of projects across our luxury private club and hotel operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys collaborating with multiple departments, and has a passion for keeping projects organized and moving forward. The Project Coordinator ensures all projects are tracked, documented, and executed in alignment with the Club's standards, timelines, and expectations.

Key Responsibilities

Project Scheduling & Coordination

• Maintain and regularly update project schedules, timelines, and task lists.
• Coordinate with internal departments, subcontractors, and vendors to ensure alignment on deadlines and deliverables.
• Schedule meetings, site visits, and walkthroughs as needed to support project progress.

Subcontractor Research & Proposal Management

• Research and identify qualified subcontractors and vendors for upcoming and active projects.
• Solicit bids and proposals, ensuring scope details are clearly communicated.
• Compile and organize proposals for review by project managers.
• Maintain an updated database of preferred subcontractors and vendors.

Project Tracking & Reporting

• Prepare and distribute consistent project status reports outlining progress, risks, and next steps.
• Track all project milestones and ensure deadlines are being met.
• Proactively follow up on outstanding action items with responsible parties.
• Escalate delays, concerns, or risks to project managers in a timely manner.

Materials, Finishes & Subcontractor Tracking

• Develop and maintain a master list of project finishes, materials, and subcontractors.
• Ensure selections are documented, approved, and aligned with design standards.
• Track procurement status, including ordering, delivery timelines, and any discrepancies.

Documentation & Organization

• Maintain organized digital and physical files for all projects, including contracts, permits, approvals, and correspondence.
• Ensure all documentation is current, accurate, and easily accessible.
• Assist in maintaining consistency with Club standards and project documentation protocols.

Budget & Procurement Support

• Assist in tracking project budgets, invoices, and expenses.
• Coordinate with vendors and accounting to ensure timely processing of invoices.
• Support procurement activities, including ordering materials and monitoring deliveries.

Communication & Collaboration

• Serve as a point of contact between internal teams, contractors, and vendors.
• Ensure clear, professional, and timely communication across project managers and the President.
• Support leadership by providing updates, documentation, and coordination as needed.

Additional Responsibilities

• Assist in developing project scopes, timelines, and planning documents.
• Support compliance with local regulations, safety standards, and Club policies.
• Identify opportunities to improve project coordination processes and workflows.
• Perform additional project-related duties as assigned.