Temporary Project Coordinator (Construction)

Senior Project Coordinator (Temporary)

Onsite | Irvine, CA

Duration : 3–4 months

Start Date : ASAP (to allow for training)

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.

Responsibilities

Project Coordination

• 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. Entitlements & Permitting

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. Construction Support

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. Contract Administration

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. Financial Administration

Process check requests and update project budgets.

Review and process invoices through the internal portal.

Partner with accounting and external lenders to manage GC pay applications.

Verify proper documentation and signatures for financial and lender compliance. Documentation & Reporting

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.

Qualifications

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.

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 .

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.