Project Coordinator / Project Management Assistant (San Francisco, CA)

An organized and proactive Project Coordinator / Project Management Assistant is needed to support project teams and leadership with the administrative, operational, and coordination aspects of project delivery. This role plays a key part in maintaining project organization, facilitating clear communication, coordinating meetings and schedules, tracking project data, assisting with billing and consultant coordination, and helping ensure projects run efficiently from start to finish.

The ideal candidate is detail-oriented, self-driven, and capable of balancing multiple priorities in a fast-paced, collaborative environment.

Key Responsibilities:

• Provide day-to-day administrative and operational support to project teams.
• Help maintain project schedules, milestone trackers, dashboards, and action item logs to ensure deadlines are met.
• Coordinate meetings, including scheduling, agenda preparation, note-taking, and follow-up on action items.
• Support communication and coordination with consultants, including tracking deliverables and information requests.
• Organize and maintain project documentation, filing systems, and contact databases.
• Assist in preparing reports, presentations, proposals, fee requests, and client-facing materials.
• Support project setup, contract administration, consultant agreements, billing coordination, invoice tracking, and closeout processes.
• Assist leadership with financial tracking, resource planning, workload monitoring, and overall project administration.
• Coordinate client meetings and support strategic initiatives and special projects as needed.
• Monitor project progress, key milestones, and outstanding tasks to help ensure successful delivery.
• Contribute to process improvements and operational efficiency efforts.

Skills and Experience:

• 2–6 years of experience in project coordination, administration, operations support, or a related role.
• Strong organizational, time-management, and multitasking abilities.
• Clear and professional verbal and written communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office Suite, Google Workspace, Excel, and Google Sheets.
• Experience tracking and managing project data through spreadsheets and project tools.
• Self-motivated with the ability to work independently while supporting multiple stakeholders.
• High attention to detail with a proactive approach to completing tasks.
• Industry experience in architecture, design, engineering, construction, or real estate is a plus.
• Dependable, solutions-oriented, and collaborative, with strong interpersonal skills and a client-focused mindset.