Facilities Project Coordinator

Worcester Investments is a family-owned and operated real estate investment company based in Kansas City, Missouri. After being founded in 2006, the family business began acquiring rental property in Oregon, where they lived. In 2007, Worcester Investments expanded into the Midwest through a real estate connection and has continued to grow steadily each year. Today, Worcester Communities oversees 3, 000+ units across multiple cities, a testament to their strategic vision. Join us on our journey to redefine multifamily living and maximize investor returns. Where You Fit In: Are you a master of organization, a stickler for accuracy, and passionate about keeping systems running like clockwork? Do you thrive in a structured, dependable role where your precise documentation, follow-through, and administrative support keep large-scale projects on schedule and on budget? If you take pride in high standards, meticulous tracking, and consistent accountability, Worcester Communities wants you as our next Facilities Project Coordinator! What You'll Do: As our Facilities Project Coordinator, you will serve as the essential backbone of the Worcester Facilities team, providing structural project and administrative support directly to the Director of Facilities. You will keep departmental priorities moving forward through clear, reliable execution: Project & Workflow Coordination: Assist in tracking capital projects, renovations, and repairs across the portfolio. Maintain comprehensive project trackers detailing scope, budgets, schedules, approvals, contract status, and exact next steps. Document & Financial Accuracy: Verify executed contracts, purchase orders, and required vendor compliance (COIs, W-9s) before work begins. Thoroughly review invoices against approved proposals, purchase orders, and work completion before submitting for payment. Process & Communication Management: Serve as a clear, professional liaison between facilities leadership, property teams, contractors, and accounting. Schedule site walks, prepare formal meeting agendas, and track action items to complete resolution. Capital Planning & Reporting: Assist in gathering estimates, inspection reports, and project photos. Maintain meticulous records of committed costs vs. actual expenditures to support quarterly and annual leadership reporting. Project Closeout & Quality Assurance: Ensure completed projects have 100% of required closeout paperwork, including final lien waivers, permits, completion photos, and warranties. Archive all digital files systematically in Google Drive. What You'll Bring: Detail-Oriented & Methodical: Exceptional organizational skills with rigorous attention to detail, accuracy, structured record-keeping, and process compliance. Reliable Follow-Through: High personal accountability to track pending tasks, ask clarifying questions, gather missing details, and drive open items to structured completion. Clear, Professional Communication: Direct and professional written and verbal communication skills across field staff, property teams, external vendors, and executive leadership. Financial & Contract Literacy: Strong foundational understanding of project scopes, bid comparisons, budgets, basic accounting workflows, purchase orders, and invoices. Tech Proficiency: Strong proficiency in Google Workspace (Google Sheets, Docs, Drive, Calendar, Gmail). Familiarity with property management platforms (e.g., Entrata) or specialized accounting systems is a plus. Qualifications: 2+ years of experience in project coordination, facilities administration, construction support, or property management administration. Must possess a valid drivers license and reliable transportation for periodic site visits. Worcester Communities Values: We are committed to our core values, and we expect our Facilities Project Coordinator to uphold the highest standards of integrity, accuracy, dependability, and professionalism. Why Worcester Communities? Stability & Growth: Work within a proven, expanding real estate organization with clear operational standards. Core Impact: Your systematic organization and oversight will directly protect property value, ensure quality control, and safeguard capital expenditures. Structured Work Environment: Hybrid schedule (combining corporate office and remote work) designed for clear coordination and steady productivity. Note: This job position requires periodic local travel to property sites for project walks and inspections. Duties and responsibilities may be subject to standard operational review. Join Worcester Communities and bring your expertise to a team that values precision, accountability, and excellence!