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Project Coordinator - Real Estate Development

Company: Alexandria Real Estate
Location: Cambridge
Posted on: June 7, 2021

Job Description:

Alexandria Real Estate Equities, Inc. (NYSE:ARE), an S&P 500 urban office REIT, is the first and longest-tenured owner, operator, and developer uniquely focused on collaborative life science, technology and agtech campuses in AAA innovation cluster locations. Founded in 1994, Alexandria pioneered this niche and has since established a significant market presence in key locations, including Greater Boston, San Francisco, New York City, San Diego, Seattle, Maryland, and Research Triangle. Alexandria is known for its high-quality and diverse tenant base. The company has a longstanding and proven track record of developing Class A properties clustered in urban life science, technology, and agtech campuses that provide its innovative tenants with highly dynamic and collaborative environments that enhance their ability to successfully recruit and retain world-class talent and inspire productivity, efficiency, creativity, and success. For more information, please visit www.are.com.

The Company is an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, creed, sex, gender, gender identity or expression, pregnancy, childbirth, breastfeeding or related medical conditions, marital or registered domestic partner status, family-care status, veteran or military status, age, national origin or ancestry, disability, medical condition, genetic information, sexual orientation, or any category protected by applicable federal, state or local law.

Essential Duties and Responsibilities:

Project Set-Up and Budget Maintenance

  • Assist project manager in setting up project budgets. Maintain budget worksheets prior to project approval.
  • Review job authorization emails provided by Project Manager to initiate new job set-up with accounting. Work with accounting to align insight and JDE with Project Manager budgets.
  • Maintain project budget worksheets, as needed
  • Prepare net zero budget revisions as needed to reallocate funds for coding.
  • Initiate and prepare project close-out review and documentation. Review contract reports for open balances, advise Project Manager of balances to close and confirm that work has been completed. Obtain vendor confirmation that they have billed and been paid in full for their work. Initiate request to Real Estate Development team to release unused contract funds. This process clears up the projected cash usage reports for accounting.
  • Structure project files upon project set-up; Maintain files per company's guidelines.
  • Work with Construction Legal and Legal with contract coordination and reporting project costs in response to any contract issues.
  • Communicate with project teams and management on all project costs and budget status.
  • Work with project manager to complete the monthly accrual worksheet for accounting.
  • Monitor contract account balances and activity and prepare reconciliations.

Contracts and Change Orders

  • Prepare construction legal forms for contracts, change orders and purchase orders. Follow up on contract requests with construction legal and consultant to keep contract moving through the process.
  • Prepare new vendor set-up documentation.
  • Monitor contract status, track contract balances and keep project managers apprised
  • Communicate any issues to contractors and vendors.

Invoicing

  • Process construction projects billings from consultants and contractors. Review and verify invoices are billed and coded accordingly. Send to Project Manager for final review and approval. Submit to Construction Accounting.
  • Log and track submitted invoices. Run monthly General Ledger report and verify that all invoices sent to accounting were processed and applied properly to the budget. Work with AP on any corrections. Follow-up and assess project manager of payment status.
  • Track invoices as needed for re-class
  • Work with new vendors to set up invoices according to ARE's standard.
  • Research vendor aging reports when there are unpaid invoices or credits.
  • Notify consultants/contractors of accounting close dates to ensure timely billings.

General

  • Make recommendations to improve quality of invoicing, contracting, forms, processes, etc.
  • Collaborate with Real Estate Development team on project initiatives. Provide strategic input into forms and systems.
  • Follow up on issuance and execution of contracts, change orders and CDA's.
  • Process all incoming hard copy materials into the proper project filing or action items, including contracts, change orders DDAs and construction invoices.
  • Manage consultant and contractor payment applications, including review of invoices for conformance with contract documents.
  • Monitors various account balances and activity and prepares some very basic reconciliation.
  • Represent the company in a positive and professional manner in support of building the Alexandria brand in Greater Boston.
  • Contribute to the successful planning, implementation and documentation of key technical meetings and initiatives.
  • Support, train, interface and participate with peers, users and vendors as needed.
  • Coordinate with team members to track specific items, meetings or duties they are to be performing.
  • Coordinate with other ARE offices to ensure compliance with standard procedures (e.g.) document management)
  • Assist in job-specific phases of due-diligence activities, including, but no limited to, coordinating the efforts of third-party consultants with respect to schedule of completing their tasks and arranging their contracts.
  • Communicate, interact and further develop beneficial relationships with tenants, contractors, architects, consultants and other project team members.
  • Deal tactfully and respectfully with internal and external customers, tenants, visitors, government agencies, vendors, etc.
  • Coordinate meetings and meet and greet high-level clients, tenants and other visitors.
  • Create proposals using PowerPoint and other presentation program/materials.
  • Composes letters and office correspondence, as necessary.
  • Provide general support to other operating divisions of the company as needed.

Skills and Qualifications:

  • Bachelor's degree, preferred
  • Minimum 3 years of experience, preferably in architecture or related field.
  • Willing to work as part of a team and support the office as needed.
  • Exceptional verbal and written communication and people skills.
  • Positive attitude and overall outlook.
  • Must be able to build relationships at all levels.
  • Highly proficient in Microsoft Office including but not limited to: Word, Excel, PowerPoint and Outlook.
  • Ability to work overtime, as needed.
  • Highly motivated, responsible and resourceful.

Keywords: Alexandria Real Estate, Cambridge , Project Coordinator - Real Estate Development, Other , Cambridge, Massachusetts

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