Project Coordinator (north beach / telegraph hill)

Job Title: Project Coordinator Department: Project Management Reports To: Director of Real Estate Sales and Project Management Position Summary: BanCal Property Management is seeking a Project Coordinator to support the efficient operation, maintenance, and improvement of properties across the BanCal Properties portfolio. BanCal serving the greater San Francisco area property owners, including rental communities across neighborhoods such as Pacific Heights, Soma, Marina, Russian Hill and more. Since 1987. We are dedicated to increasing, protecting and securing value for our property owners. The Project Coordinator plays a key role in protecting and improving the properties in the portfolio. The role involves coordinating inspections, managing vendor relationships, and assisting with capital project planning and execution. The ideal candidate is highly organized, has experience with maintenance/construction projects and skilled in communication and project coordination. Essential Duties and Responsibilities: • Conduct Annual Inspections: Perform thorough annual inspections of property buildings and individual units. Compile detailed inspection reports and coordinate in-unit access for assessments. • Support RFP Process: Assist the Director of Project Management in developing and issuing Requests for Proposals (RFPs), evaluating vendor bids, and coordinating contractor selection. • Stakeholder Liaison: Serve as a key point of contact between property managers, resident managers, contractors, and other external partners. Ensure effective resolution of project-related issues. • Status Updates & Communication: Interface with building owners and stakeholders to provide clear and timely updates on project progress, aligning expectations and ensuring project objectives are met. • Capital Improvement Support: Assist in identifying and recommending capital improvement projects or income-generating initiatives to enhance property value and operational efficiency. • Vendor Coordination: Schedule and coordinate vendor site visits, proposal meetings, scope reviews, inspections, and project closeouts to ensure thorough execution and quality control. • Project Oversight: Monitor project progress to ensure adherence to approved timelines, budgets, and quality standards. Maintain well-organized documentation and perform proactive follow-ups with all relevant parties. • Participation in a scheduled after-hours on-call rotation to address emergency situations. The on-call responsibility occurs approximately once every six weeks and covers evenings, weekends, and holidays. Availability and timely response during assigned on-call periods are required. • Other Duties: Perform other related tasks and responsibilities as assigned. Competencies: To perform the job successfully, an individual should demonstrate the following: • Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations. Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods. • Dependability - Commits to doing the best job possible. Follows instructions. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions. • Quality - Applies feedback to improve performance. Demonstrates accuracy and thoroughness. Displays commitment to excellence. Looks for ways to improve and promote quality. Monitors own work to ensure quality. • Safety & Security - Determines appropriate action beyond guidelines. Observes safety and security procedures. Reports potentially unsafe conditions. Uses equipment and materials properly. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: • High School or GED and a minimum of one to two years in a related position. • Experience in property management, maintenance coordination, or project support roles. • Excellent verbal English skills. Ability to converse in Spanish a plus. • Strong organizational, multitasking, and time management skills. • Excellent communication and interpersonal abilities. • Proficiency in Microsoft Office and project management tools (e.g., Excel, Word, Outlook, project tracking systems). • Solid mathematical skills, including basic arithmetic, percentages, cost estimation, and the ability to interpret budgets and project data. • Ability to work independently and collaboratively with internal and external team Language Ability: • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. • Write routine reports and correspondence. • Effectively present information and respond to questions from property managers, stakeholders, and the public Supervisory Responsibilities: This job has no supervisory responsibilities. Compensation. The base salary range for this role is $75K-$85K annually. Compensation is determined based on a variety of factors including skills, experience, and internal equity. This role is also eligible for performance-based bonuses. Full time benefits include: Medical dental and vision plans 11 Paid holidays 12 paid vacation days 10 sick leave Company Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is a hands on, mobile environment within buildings and outdoor areas including stairwells, hallways, maintenance rooms, and grounds, requiring regular interaction with tenants, vendors, and team members. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently standing and walking. Reaches with hands and arms, climbs, stoops. Kneels and crouches. The employee must occasionally lift and/or move up to 40 pounds.