• Creative Project Coordinator

    Location US-CA-San Mateo
    Posted Date 4 weeks ago(4 weeks ago)
    Job ID
    Property Name
    The Home Office
    Human Resources - Training
  • Position Purpose

    The Project Coordinator manages projects from initiation to completion, ensuring that results are achieved on time and on budget. This role will support our Marketing and Interior Design teams and requires an experienced Project Coordinator or candidate with a proven track record of superior organization and communication skills.

    Essential Functions




    General – Project Coordination and Management

    ·        Gather requirements and expectations for assigned projects.

    ·        Create work plans and schedules using our automated workflow management system.

    ·        Ensure team has tools and information it needs to meet project milestones.

     ·     Manage execution of tasks, ensuring projects are on completed on time and on budget.

    ·        Keep stakeholders up to date on progress with a summary of project status and priorities.

    ·    Build up a strong team by cultivating relationships.



    Marketing Project Support

    • Assist with digital advertising and marketing activities including:
      • Updates to site content within our CMS.
      • Implementation of special offers on our property management platform.
      • Keyword research and generation.
      • Internal linking and backlinks research.
      • QA checking site and email content.
    • Assist in analyzing weekly sales reports and summarizing the data to identify opportunities and potential risks
    • Track and review website, email and paid analytics. Assess open rates and clicks to suggest best practices for optimization.
    • Perform competitive research to gather insights for marketing plans.
    • Manage production of collateral and signage.
    • Manage production of branded apparel.
    • Coordinate team meetings.
    • Coordinate resident events at our properties.



    Interior Design Project Support

    • Vendor coordination:
      • Develop a running list of vendors and provide regular updates and up keep.
      • Manage vendor quote/pricing requests; contracts and set up.
      • Track orders, status updates and delivery dates.

    o   Produce and maintain spec book with material and vendor information, product cut sheets, technical data sheets, cost and product image.

    • Capex projects: Follow up with site teams on completion dates.
    • Product sourcing: Work with Procurement on sourcing of anything related to rollouts and initiatives.
    • Sample Ordering: any specification samples needed.
    • Interior Design audits: Document amenities at our properties (e.g. fitness center, outdoor spaces), and other design-related items to ensure consistency and accuracy.
    • Installation of furniture: On occasion, coordinate on-site installations.




    • Assemble Agenda and document Minutes for key team meetings.
    • Coordinate off-site events for team.
    • Process invoices and other miscellaneous payments. This includes: monitoring all invoices throughout the life of the project and reconciling payments against the budget on a regular basis.
    • Reconcile Department Corporate credit accounts on a monthly basis to ensure team files on time and stays on budget.
    • Update and maintain various information databases.
    • Schedule large team or vendor meetings.
    • Occasionally, arrange travel and travel itineraries.


    Required Qualifications, Skills, And Experience

    The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:


    • Experience project coordinator with a desire to continue learning and developing Project Management skills.
    • All about the details. Super organized with a keen ability to manage multiple projects with competing priorities.
    • Event planning experience a plus.
    • Minimum Bachelor’s Degree required in related field is preferred.
    • Customer service orientation with a keen ability to communicate in verbal and written formats.
    • Strong analytic skills with demonstrated experience in previous positions or classwork/projects.
    • Ability to remain unflappable under tight deadlines.
    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, PowerPoint, PDF Professional. HTML, PHP, JavaScript a plus.
    • Must be able to read and interpret documents, write routine reports and correspondence, as well serve as copywriter for marketing materials.
    • Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, and deal with problems involving several concrete variables in standardized situations.
    • Must possess basic computational skills; add, subtract, divide, and multiply. Must have the ability to compute rate, discounts, interest, and commissions.  Must be able to prepare and analyze data figures and transcriptions generated by a computer.
    • Must have the ability to communicate (speak, read and write) in English in order to maintain safety in the workplace and serve internal and external.

    Cultural Requirements


    •Communicator: Open, articulate and pro-active in discussing issues and sharing information. A great listener.

    •Team oriented: Enjoys working with other Prometheans to create great outcomes to both working and living environments.

    •Entrepreneurial: Thrives in a fast-paced, changing environment and is excited by the chance to play a larger role.

    •Passionate: Passionate about the business, people and performance. Is self-motivated and positive.

    •Self-Starter: Able to take things and run with them. Strategically prioritizes multiple tasks in a pro-active manner.

    •Creative: Able to see new opportunities not apparent to others.

    •Principled: Is ethical; has the utmost integrity and is a positive example for others to emulate. Embraces our vision and mission.

    •Brand Ambassador: Acts as an ambassador bringing “I AM HOME” to life. Creates unique Prometheus experiences for all neighbors, future neighbors, and fellow Prometheans.


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