Project Coordinator

Senior Project Coordinator – Real Estate Development

Location : Irvine, CA

Employment Type : Temporary (3–4 Months)

Vaco is currently recruiting for a Senior Project Coordinator (Temporary) to support a real estate development team working on industrial development projects. This role provides critical administrative, financial, and documentation support across all phases of development—including entitlements, permitting, and construction.

The ideal candidate is highly organized, detail-oriented, and experienced in coordinating complex real estate or construction workflows. You will play a key role in managing documentation, tracking budgets, processing payments, preparing contracts, and ensuring compliance with internal, municipal, and lender requirements.

Key Responsibilities

Project Coordination

Manage timelines, deliverables, and documentation throughout entitlement, permitting, and construction phases.

Coordinate with internal teams, consultants, contractors, and municipal agencies.

Route and obtain signatures for applications, agreements, easements, and other project-critical documents.

Maintain organized tracking systems for all signed documents and approvals.

Entitlements & Permitting

Track and maintain entitlement and permit applications.

Monitor regulatory requirements, deadlines, and potential issues.

Prepare and circulate documents for required signatures and municipal approvals.

Assist in compiling supporting documentation for submittals and agency reviews.

Construction Support

Maintain project schedules, budgets, and progress reports.

Collaborate with development managers and construction teams to ensure seamless project execution.

Coordinate signatures for construction agreements, lien waivers, and compliance documents.

Support preparation of close-out packages and compliance certifications.

Contract Administration

Prepare consultant, designer, and contractor agreements using company templates.

Support vendor negotiations and update contracts with agreed changes.

Ensure full contract documentation and filing for compliance and audit readiness.

Maintain contract logs, revisions, and approval tracking.

Financial Administration

Process check requests and update project budgets.

Review and process invoices through the company portal.

Coordinate general contractor pay applications with accounting teams and external lenders.

Ensure all financial documentation meets approval and lender requirements.

Documentation & Reporting

Prepare and distribute meeting agendas, minutes, and project status updates.

Maintain organized project files, contracts, and correspondence.

Track signed documents and ensure compliance with audit standards.

Contribute to workflow improvements and firm-wide process refinement initiatives.

Qualifications

3+ years of experience in construction administration / coordination or real estate development.

Experience preparing and reviewing contracts, invoices, and project financials.

Proficiency in Microsoft Office Suite and project management tools (e.g., MS Project, Smartsheet).

Strong communication, organization, and problem-solving skills.

Experience supporting industrial or commercial development projects preferred.

Ability to read and interpret construction documents, site plans, and related technical materials.

Determining compensation for this role (and others) at Vaco / Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco / Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.