ABOUT GREYSTAR

​Greystar is a leading, fully integrated global real estate company offering expertise in property management, investment management, development and construction services in institutional-quality rental housing, logistics, and life sciences sectors. Headquartered in Charleston, South Carolina, Greystar manages and operates over $315 billion of real estate in 250 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, manages more than 1,000,000 units/beds globally, and has a robust institutional investment management platform comprised of more than $78 billion of assets under management, including over $36 billion of development assets. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com.

JOB DESCRIPTION SUMMARY

The Project Coordinator role sits within the capital projects team, which delivers strategic, multi-discipline, project works across Greystar's purpose-built student accommodation (PBSA) and build-to-rent (BTR) property portfolios throughout the UK.

As a Project Coordinator you will provide administrative support and complete activities related to Greystar’s capital projects workstreams by assisting the project managers to deliver the annual CapEx programme, preparing and managing documentation, contracts, POs, invoices, correspondence and transmittal packages and filing in accordance with company policies and procedures.

The expectation is that the role will provide assistance to the team to plan, programme, mobilise and deliver projects, making sure consultation, engagement, quality, procedural compliance and commercial management processes are practically adhered to and recorded.

JOB DESCRIPTION

Key Role Responsibilities

• Support the PM CapEx team with daily administrative, filing and book-keeping tasks such as raising, logging and tracking purchase orders, managing invoices and preparing inventory reports and assisting with managing cash flows, among other financial documents.
• Prepare and review key project documents relating to consultant(s) and contractor(s) appointments by issuing and logging purchase order agreements, preparing change orders, obtaining internal approvals and signatures, distributing copies to designated recipients and ensuring documentation is returned and processed appropriately.
• Assist in the onboarding of suppliers and setting up for payment, coding billing and invoices and following up to ensure payments are processed.
• Obtain insurance, licenses and other pertinent information from vendors and contractors to ensure compliance with code and regulatory agencies governing contractors and construction projects.
• Assist the project managers in the drafting and issuing of request for proposals (RFPs), design specifications, tenders, budgets, cash flows and preliminary schedules.
• Engage with key project stakeholders and ensure effective communication and involvement with project activity.
• Develop and distribute communication memos and documents, schedule appointments and provide information to internal and external customers and vendors as appropriate.
• Complete various financial, administrative and other reporting and analysis tasks for the projects team to ensure the smooth completion of capital projects and vendor and contractor relationships.
• Assist the project team in the drafting, upkeep and maintenance of project filing structures and the monitoring and filing management of all project appointments and contractual information - to include contracts, warranties, insurance policies, professional indemnities (PI), service agreements, design and commercial project documents.
• Support the collation, distribution and filing of the ‘golden thread’ of project-specific close-out information, upon completion, to ensure compliance with the Building Safety Act.
• Assist with key project document filing compliance gap analysis & reporting to the project managers on any missing key documents and items.
• Generate reports and develop other tracking mechanisms to monitor and review invoices, expense reports and project status and provide management with updates on projects as required.
• Assist the project managers to provide accurate project status reporting against programme, budget and cash flow identifying any key issues, project risks and managing the change control process.
• Identify areas for improvement, offer suggestions to improve the overall efficiency and productivity of capital projects commercial and procedural project process.

Knowledge, Qualifications, Experience and Skills

• Knowledge of the building development/redevelopment industry and construction processes (preferable).
• Prior administrative / support experience in a construction environment or real estate consultancy (preferable).
• Experience of working in a fast-paced project environment.
• Experience of managing payment and reporting processes.
• Experience in using Sage and/or Yardi property management and accounting software (preferable).
• Strong attention to detail with the ability to produce and maintain accurate records, logs and portfolio excel trackers.
• Experience working with external vendors.
• Effective communication skills including verbal, written and presentation skills.
• Proven ability to work effectively both independently and in a team-based environment.
• Demonstrate willingness to be flexible and adaptable to changing priorities.
• Commercial mindset.
• Motivated self-starter with strong organisational skills and the ability to work autonomously and to manage multiple timelines and prioritise effectively.
• Proficient in Microsoft Excel, Word, PowerPoint and Project (Intermediate to advanced level).