Senior Coordinator in Commack, New York at Heatherwood

For more than 75 years, Heatherwood has been committed to building upscale residential rental communities, commercial properties, and luxury suburban and urban spaces. Our commitment to quality constructions, striking designs, and providing exemplary service, makes us one of the most highly regarded leaders in the industry. Additionally, we offer a competitive benefits package including health & dental, and vision insurance, 401(k), and paid time off.

The Senior Coordinator reports to the Coordinator Manager and supports the Development and Construction departments by managing day-to-day construction projects, ensuring efficient communication across departments, and collaborating with internal and external stakeholders, vendors, and others with whom we do business. This role serves as a senior resource to Development/ Construction Coordinators sharing knowledge, providing guidance, oversight, and support. The Senior Coordinator plays a key role and is vital in delivering successful project outcomes.

Responsibilities and Duties

• Work among a team of Construction / Development Coordinators to ensure successful project execution and departmental efficiency.
• Serve as the primary point of contact to vendors, consultants, and others with whom we do business.
• Prepare and submit building permit and land use applications.
• Attend legal hearings related to violations and variances.
• Assist with preparing weekly project status meeting materials as needed and recording and distributing detailed meeting minutes.
• Draft and track requests for information (RFI).
• Maintain project documentation, including proformas, construction plans, status reports, and photo documentation.
• Obtain Certificates of Occupancy upon project completion.
• Collect and organize competitive bids from vendors and subcontractors.
• Prepare, review, and process Contracts and Purchase Orders.
• Draft and track change orders throughout the project lifecycle.
• Support the Development / Construction departments with various administrative tasks.
• Coordinate the pre-qualification and registration process for potential bidders, suppliers, and subcontractors.
• Assist in the preparation of internal and external reports, including project budgets, cost reports, and other required documentation.
• Participate in project review, corporate review, and risk review meetings as required, including presenting status and recording and distributing meeting minutes.

Skills and Qualifications

• A minimum of five (5) + years of experience in pre-construction through project completion.
• Experience with municipal permitting processes and coordination with public agencies and utility companies for rebates procurement is a plus.
• Experience with Yardi is a plus.
• Familiarity with Procore is a plus but not a prerequisite.
• Self-motivated, and able to initiate tasks in a fast-paced environment.
• Understanding of property budgets and budget compliance.
• Strong interpersonal, business, and communication skills (both written and verbal).
• Excellent computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook) Microsoft Project, DocuSign.
• Ability to read and understand blueprints is preferred.
• Familiar with AIA documents, lien waivers, insurance requirements, and compliance tracking.
• Strong analytical and problem-solving skills, with keen attention to detail.
• Excellent organizational abilities and experience managing a high volume of work in a fast-paced environment.
• Working knowledge of multi-family residential and mixed-use projects is a plus.
• Must have a valid driver’s license.
• Ability to lift and carry up to 10 pounds occasionally.
• Position is in-person and requires travel to job sites on occasion/as needed.