Administrative Project Coordinator jobs in Boston, MA

Northstar is seeking motivated Project Coordinator candidates to contribute to our mission of delivering predictable outcomes to our clients’ construction and commercial real estate projects of varying sizes and scales. In this role, Project Coordinators will learn to support cross-functional teams throughout the project lifecycle. The position requires aptitude and interest in project management, planning, budgeting, contract administration, relationship building, and project delivery. We are seeking candidates with leadership potential that work well in a team environment. The ideal candidates should be results-driven, self-motivated, and have a keen interest in project management in the construction field.

Key Responsibilities

Work closely with clients and internal team members to define project goals, objectives, and priorities; support overall client satisfaction throughout the project lifecycle.

Learn to develop strong, trust-based relationships with clients and project stakeholders.

Support the permitting and entitlement process with guidance and support from internal team members.

Support the team assembly process for design team consultants, contractors, and suppliers, including RFP preparation, bid alignment, analysis, and award recommendations to clients.

Participate in the negotiation and preparation of all contracts, contributing to ongoing management, add services, and change orders.

Assist with the development of and maintain the overall project schedule, learning to incorporate all phases, and identifying key milestones.

Assist with the development of and maintain the project budget, including tracking reallocations, commitments, expenditures, and regularly developing forecasts and cash flows.

Support the review, interpretation, and monitoring of successful documentation of Owner requirements in plans and specifications.

Collaborate with internal leadership to report project status regularly to the project team and clients.

Support project team and client update meetings including the development and ongoing management of meeting minutes, learning to record key decisions and action items.

Anticipate challenges and support effective problem-solving with the project team, collaborate with the team to recommend actions for issue resolution.

Participate in stakeholder engagement, including IT, AV, Security, Facilities, etc., ensuring their active involvement and alignment with the project design, schedule, expectations, and deliverables.

Contribute to site inspections throughout construction to learn how to verify conformance with design documents, monitor quality assurance, and ensure that progress aligns with the agreed-upon schedule.

Support the review of project RFIs and submittals to learn how to ensure alignment with Owner project requirements and budget.

Tour project sites upon completion and before turning space over to clients, ensuring the project is complete and site conditions meet expectations. Support punch list and project close-out activities, including acceptance and completion of the project.

Participate in occupancy planning and oversee the move management process as required.

Required Skills/Qualifications

Bachelor’s degree in engineering, architecture, construction management, or a related field is preferred.

Previous experience in a related field commercial real estate field is not required but is a plus. Candidates should demonstrate a keen interest in the field through coursework, internships and/or employment history.

Demonstrate a high level of professionalism, a strong work ethic, and a keen sense of urgency. Exhibit the ability to work independently, handle multiple tasks in an organized manner, deliver quality work, and meet strict deadlines.

Ability to forge strong, lasting relationships with all members of the project team, both internal and external.

Exhibit exceptional judgment and the ability to execute assigned tasks, showcasing the ability to make sound decisions in challenging situations and find effective solutions.

Ability to multi-task in a dynamic, fast-paced environment, including support of multiple projects at various stages concurrently.

Strong oral and written communication skills.

Proficiency with Microsoft Word, Excel, Office, Project, and PowerPoint is required; experience with CAD, BIM, Procore, and Bluebeam is a plus.

Certifications, experience, and knowledge of sustainability initiatives such as LEED, Passive House, Living Building Challenge, WELL, Fitwel, etc., is a plus.