Temporary Project Coordinator; Construction

Senior Project Coordinator (Temporary)

Onsite | Irvine, CA

Duration: 3-4 months

Start Date: ASAP (to allow for training)

Direct message the job poster from Vaco by Highspring

We are seeking a Senior Project Coordinator (Temporary) to support the real estate development team throughout all phases of industrial development projects, including entitlements, permitting, and construction. This role provides critical administrative, financial, and project coordination support. The ideal candidate is detail-oriented, highly organized, and comfortable managing documentation, budgets, invoices, contract workflows, and municipal requirements.

• Assist with managing timelines, deliverables, and documentation for entitlement, permitting, and construction phases.
• Coordinate with internal teams, consultants, contractors, and municipal agencies to ensure compliance and timely approvals.
• Obtain and route signatures for agreements, easements, applications, and other project documents.
• Maintain tracking systems for signed documents, approvals, and project milestones.

• Track and maintain entitlement and permit applications for accuracy and completeness.
• Monitor regulatory requirements and deadlines, escalating potential issues proactively.
• Prepare and circulate signature‑required documents for municipal and agency submittals.
• Compile supporting materials for approvals and related filings.

• Maintain project schedules, budgets, and progress reports.
• Partner with development managers and construction teams for seamless project execution.
• Coordinate signatures for construction agreements, lien waivers, and compliance documentation.
• Support preparation of project close‑out packages and compliance certifications.

• Prepare contracts for consultants, designers, and general contractors using company templates.
• Coordinate vendor negotiations and update contract terms to reflect changes.
• Ensure all executed contracts are documented and audit‑ready.
• Track contract status, revisions, and approval logs.

• Process check requests and update project budgets.
• Review and process invoices through the internal portal.
• Partner with accounting and external lenders to manage general contractor pay applications.
• Verify proper documentation and signatures for financial and lender compliance.

• Prepare meeting agendas, minutes, and regular status updates.
• Organize project files, contracts, and correspondence for accessibility and audit requirements.
• Maintain logs of signed documents and ensure accurate filing.
• Assist with workload distribution and process improvement initiatives.

• 3+ years of experience in construction administration/coordination or real estate development.
• Experience with contract preparation and accounting processes.
• Proficiency in project management tools (MS Project, Smartsheet) and Microsoft Office Suite.
• Strong communication, organization, and problem‑solving abilities.
• Experience with industrial or commercial development projects.
• Ability to read and interpret construction documents and site plans.

$30.00/hr - $32.00/hr

Entry level

Contract

Administrative

Construction

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 geographical 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.