Project Coordinator

About the Role:We are seeking a proactive, detail-oriented Residential Property Coordinator to support the day-to-day operations, maintenance, and vendor management of a portfolio of luxury private residences. Based out of a family office in Hudson Yards, this role is responsible for coordinating property operations across two Manhattan residences, with light oversight of a property in Providence, RI.The Residential Property Coordinator will serve as the central point of coordination between contractors, vendors, household staff, and the family office to ensure properties are maintained to the highest standards. This position combines hands-on facilities coordination with administrative ownership, requiring exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced private household environment.This role is designed as an entry point for someone early in their private-service career who wants to grow into more senior portfolio work. For the right person who thrives in the role, there is a clear path to Senior Property Manager and, in the longer term, to a broader Portfolio Manager role overseeing additional properties and staff. We're looking for someone who sees this as the start of a career in the industry, not just a job.About the Candidate:We are looking for someone who is organized, resourceful, and eager to build a long-term career in luxury residential property management. Our ideal candidate:Has experience coordinating residential properties, hospitality operations, facilities, or a comparable service environment.Is highly organized and thrives on managing multiple projects, vendors, and competing priorities simultaneously.Takes ownership of their work and follows through until issues are fully resolved.Is proactive, anticipating needs and identifying potential issues before they become problems.Communicates professionally and confidently with principals, household staff, contractors, and vendors.Exercises sound judgment, discretion, and professionalism in high-end residential environments.Is solutions-oriented, persistent, and comfortable working independently while knowing when to escalate issues.Enjoys building systems and maintaining organized records, schedules, and tracking tools.Is interested in growing into a Senior Property Manager or broader Portfolio Manager role over time.If this sounds like you and you believe you’d be a good fit, we strongly encourage you to apply!Key Responsibilities: Property & Vendor ManagementOversee all maintenance, repairs, renovations, and capital projects across the property/propertiesSource, vet, schedule, and supervise contractors, vendors, and service providers (HVAC, landscaping, pool, security, smart home, cleaning, etc.)Maintain a preventive maintenance calendar and vendor service logReview and manage vendor invoices, contracts, and service agreements; track budgets and flag overagesConduct regular property walkthroughs to catch issues before they become problemsProvide light-touch oversight of the Providence, RI property — coordinating seasonal opening/closing, vendor visits, and remote check-ins between site visitsSchedule & Priority CoordinationCoordinate all property access, vendor visits, and project timelines around the principal's (and family's) calendar — nothing happens in occupied spaces without sign-offTriage and sequence competing priorities (e.g., urgent repair vs. scheduled event vs. principal's presence at the home) with sound judgment on what needs escalation vs. what can be handled independentlyMaintain a shared project/task tracker visible to relevant staff (PA, chief of staff, family office)Anticipate needs before they become requests — flagging upcoming maintenance, seasonal prep, or potential conflicts proactively rather than waiting to be askedPortfolio Meetings & Task ManagementRun weekly portfolio meetings covering the status of every property — open projects, vendor visits, maintenance items, and upcoming schedule conflictsMaintain and distribute a master task list across the full portfolio, assigning clear owners and due datesFollow up on outstanding action items between meetings and flag anything at risk of slippingSummarize weekly meeting outcomes for the PA/chief of staff and principal as neededStaff IntegrationWork in close, daily coordination with the personal assistant(s) and household staff — this is not a siloed roleCoordinate closely with the Design Director on renovation, furnishing, and capital projects, ensuring vendor and contractor work aligns with design direction and timelinesMatch the communication style, discretion, and professionalism standards of the existing household teamPresent consistently (attire, tone, presence) with other principal-facing staff when in shared spaces or during owner visitsParticipate in regular check-ins with PA/household team to align on schedules, priorities, and upcoming needsAdministrative OwnershipOwn the administrative backbone of the portfolio — this is a core function of the role, not a secondary dutyCollect, verify, and track Certificates of Insurance (COIs) for every vendor and contractor prior to any site access; maintain a current COI log and proactively chase renewals before they lapseSchedule, confirm, and track all deliveries across the portfolio, including receiving logistics, access coordination, and follow-up on delayed or missing itemsLog and track all incoming requests — from the principal, PA, family office, or vendors — through to completion, with clear status visibility for the team at any given timeMaintain organized digital records: COIs, warranties, service contracts, property manuals, insurance documentation, and vendor W-9s/agreementsKeep the request/task tracker and COI log accurate and current; this is treated as a standing deliverable, not an occasional cleanupMaintain confidentiality of all household, family, and financial informationSupport ad hoc requests from the principal or PA team as needed (deliveries, special projects, event prep support)Knowledge, Skills, and Experience:3–5 years managing residential properties, luxury estates, or comparable private service environment (HNW/UHNW household experience a strong plus, not required)Experience coordinating multiple contractors/vendors, even if not fully independentDemonstrated discretion and sound judgment; comfortable in, or eager to learn, a private household settingStrong written and verbal communication; comfortable interfacing with principals and senior staff directlyHighly organized with excellent follow-through on multi-threaded projects and task trackingNaturally proactive, spots issues and gets ahead of them rather than waiting for directionSolution-oriented, approaches problems by working through options rather than just flagging what's wrongPersistent; willing to dig in and try repeatedly to solve a problem before escalating or giving up on itAction-oriented and hands-on, a doer who takes ownership and follows through personally rather than routing things to someone elseComfortable running structured meetings and keeping a group aligned on prioritiesRigorous with administrative follow-through, comfortable owning COI tracking, delivery scheduling, and request logs as a core, daily responsibilityBasic working knowledge of residential IT/AV and smart home systems (e.g., Lutron, Crestron, Savant), comfortable handling simple troubleshooting, and knowing when to escalate to an AV vendorFlexible availability, including occasional evenings/weekends for urgent issuesWilling to stay until the job is done, not a clock-watcher who hands off an unfinished task at the end of the dayValid driver's license; comfort with occasional travel to Providence, RI as neededProfessional presentation and polish suited to high-end residential settingsPreferred Work Experience:Background in hospitality, estate management, or luxury property servicesExperience using property management systems such as “The Nines”Deeper hands-on experience configuring or programming smart home/AV platforms (Lutron, Crestron, Savant) beyond basic useExperience working alongside a PA/EA or household staff team in an integrated support modelCore Competencies:Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticitySelf-Development- Actively seeking new ways to grow and be challenged using both formal and informal development channelsSituational Adaptability - Adapting approach and demeanor in real time to match the shifting demands of different situationsAction-Oriented- Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasmCollaborates- Building partnerships and working collaboratively with others to meet shared objectives