Contract Coordinator - Residential & Commercial

Job Description

Job Description

We are a nonprofit organization with a mission‐driven legacy dating back to 1891. For more than a century, we have been dedicated to supporting the retired clergy of the United Methodist Church throughout the Northern California–Nevada region.

We are seeking a Contract Coordinator to support the planning, coordination, and administration of capital improvements, renovations, tenant improvements, maintenance projects, and property upgrades across our diverse real estate portfolio. This portfolio includes residential (apartment communities), mobile homes, commercial, industrial, office, and retail assets.

This role focuses on contract administration, vendor coordination, compliance tracking, documentation management, and project support , ensuring that projects advance smoothly, meet quality standards, and align with organizational goals.

Key Responsibilities

• Coordinate day‐to‐day activities for capital projects, renovations, and property improvements across all asset types.

• Support the Executive Director, Director of Real Estate Operations, and Community Managers with project documentation, scheduling, communication, and reporting.

• Serve as a liaison with jurisdictional agencies, utility companies, consultants, engineers, surveyors, vendors, and subcontractors.

• Assist with ensuring compliance with building codes, ADA requirements, environmental regulations, and safety standards.

• Coordinate inspections and track approvals required by local governing jurisdictions.

• Assist in developing project scopes, budgets, schedules, and timelines.

• Prepare bid packages, solicit proposals, coordinate contractor interviews, and support contract negotiations.

• Maintain organized records of contracts, proposals, permits, drawings, warranties, and close‐out documentation.

• Conduct or support site visits to monitor progress, verify quality, and ensure compliance with plans and safety protocols.

• Track expenditures, process invoices, and support cost‐control efforts throughout the project lifecycle.

• Identify opportunities for cost savings, value engineering, and operational efficiencies.

• Monitor contractor performance, track deliverables, and escalate issues when needed.

• Provide technical support related to building systems, construction methods, and maintenance planning.

• Assist with due diligence for acquisitions, dispositions, and redevelopment initiatives.

• Maintain professionalism, confidentiality, and strong communication with tenants, vendors, and internal teams.

• Attend project and property meetings and provide updates to leadership.

• Support evaluation of commercial property performance and adherence to budgets.

• Conduct property inspections to ensure assets are well maintained.

• Assist with long‐term capital planning and property condition assessments.

• Coordinate with marketing teams on signage, branding, and social media initiatives for commercial properties.

• Support tenant improvement projects, including scope coordination, contractor communication, and delivery of completed spaces per lease requirements.

Qualifications

• Bachelor’s degree in Construction, Engineering, or related field; OR equivalent experience in construction, property management, or a skilled trade.

• Minimum of two years of experience in a supervisory, coordination, or project support role.

• Strong organizational skills and attention to detail.

• Excellent communication skills — verbal, written, and interpersonal.

• Strong practical math skills, including the ability to calculate measurements, quantities, percentages, cost estimates, and budget variances.

• Ability to read and interpret blueprints and construction documents.

• Proficiency with Microsoft Office Suite.

• Valid driver’s license / reliable vehicle and insurance and ability to travel to properties and job sites.

• Ability to work weekends or holidays when project demands require it.

• Regular on‐site presence is required; remote work is not permitted.

Comfortable working in active construction environments and following all safety protocols.

Physical Demands of the Position

The physical demands described here represent the requirements necessary for an employee to successfully perform the essential functions of the Contract Coordinator role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Regular, reliable attendance is required , as this position plays a critical role in coordinating contractors, vendors, inspections, and on‐site activities.

• This is not a remote position ; the role requires consistent in‐person presence at properties, construction sites, and company offices (occupied or vacant).

• Ability to stand, walk, climb stairs, and navigate uneven terrain during property inspections and site visits.

• Occasional lifting, carrying, or moving of materials or documents up to approximately 30 to 50 pounds.

• Frequent driving between properties across Northern California region.

• Ability to bend, reach, crouch, squat or kneel when reviewing building systems, inspecting equipment, or accessing mechanical areas.

• Comfort working in outdoor environments in varying weather conditions during site inspections.

• Ability to hear and communicate clearly in environments with construction noise, equipment, or multiple stakeholders present.

• Extended periods of computer work , including reviewing plans, preparing reports, and managing documentation.

• Ability to remain attentive and focused during meetings, inspections, and contractor discussions.

• Adherence to all safety protocols , including wearing required personal protective equipment (PPE) such as hard hats, safety vests, and closed‐toe shoes when on active construction sites.

Compensation & Benefits

• We offer a competitive compensation and benefits package, reflective of our commitment to supporting the dedicated individuals who help us fulfill our mission.

Our company provides a comprehensive compensation/benefits package. It includes a very generous contribution to our top of the line group health plan, dental coverage, long term disability, life insurance, and most importantly, we contribute 15% of an eligible employee's base salary/wage to our 403(b) Retirement Savings plan. We offer a very generous PTO accrual and paid holidays each year.

Company Description

Our company provides a comprehensive compensation/benefits package. It includes a very generous contribution to our top of the line group health plan, dental coverage, long term disability, life insurance, and most importantly, we contribute 15% of an eligible employee's base salary/wage to our 403(b) Retirement Savings plan. We offer a very generous PTO accrual and paid holidays each year.