Assistant Project Coordinator
Summary
Construction Project Coordinator at Summit Hotel Properties (a publicly traded lodging REIT) at its Austin, TX headquarters. Supports construction project managers with invoice processing, contractor draws, budget and lien-waiver tracking, insurance certificates, and project file/administrative duties using Microsoft Office.
Summit Hotel Properties, Inc. is a leading publicly traded lodging real estate investment trust built on the belief that exceptional performance stems from our core values of passion, integrity, and excellence. Recognized for operational excellence, long-term asset performance, and a collaborative, people-first culture, we empower our team members to make meaningful contributions, think creatively, and drive continuous improvements across our portfolio.
Position Overview
This role reports to the Director of Casualty & Property Loss and supports the Project Managers with invoice processing, monthly contractor draws and tracking project budgets and expenses. Responsibilities include verifying invoice and draw accuracy, confirming payments, and maintaining financial records. The role also involves tracking lien waivers and insurance documentation, processing payment requests, and communicating with contractors and internal teams.
Key Responsibilities
General Duties
- Assist with outgoing/incoming correspondence, distribute, file or follow-up as needed
- Maintain the construction inbox and distribute emails to the proper recipients
- Create project files and maintain physical and electronic file locations
- Relocate properties sold to appropriate drive locations
- Obtain and track Certificates of Insurance (COI)
- Weekly processing and distribution of Capex meeting minutes
- Assist in vendor qualification/vetting process
- Assist in new vendor set up process
- Assist in project closeout process
- Assist project managers on project status reporting
- Assist in the creation and maintenance of Standard Operating Procedures
- Assist project coordinators, project managers and leadership team when needed
- Clerical duties as assigned
Contract Administration/Invoicing
- Obtain invoices and review for accuracy against contracts change orders and proposals
- Obtain authorizations for payment according to company policy
- Submit invoices for payment to accounting ensuring appropriate document coding
- Obtain and track and verify potential lien waivers and W-9 Forms are received, accurate, and tracked
- Obtain O&M and closeout manuals and assure closeout documentation is complete prior to final payment
- Process monthly accruals
- Assist project managers on creating and executing all AIA contracts
- Process change requests and change orders associated with AIA contracts and other non-AIA projects
- Assist with weekly review of A/P Aging report
Education & Experience Requirements
- Bachelor’s degree in business or related field is preferred. Related experience may be substituted for education.
- Four (4) years of progressively responsible experience in an office administrative position, including experience using Microsoft Office software with intermediate skill level for Word, and Excel.