Project Coordinator

Project Coordinator

Florida Realtors, the state's largest trade association, boasts a rich dedicated history of serving our members, the real estate community, and Florida homeowners for over a century. We stand as a key business partner for Realtors statewide, providing value-adding programs and services, outstanding business contacts and networking opportunities, engaging educational opportunities, up-to-the-minute industry data and research, and powerful legislative representation. The association headquarters is located in Orlando, and the Office of Public Policy is located two blocks from the state capital in Tallahassee. We work tirelessly to advocate for our members, for homeownership for all, and to elevate the real estate industry in the Sunshine State.

Position Overview

The Project Coordinator is the team's execution expert - a detail driver and task wrangler who ensures the moving parts of our projects run smoothly from start to finish. In this role, you are focused on logistics, tracking, and follow-through. Think of this position as the air traffic controller for all things marketing, creative, and communications; if the planes were social graphics, email campaigns, event promotions, landing pages, and print collateral.

You bring structure and clarity to complex projects by maintaining plans in Asana, tracking deliverables, identifying blockers early, and ensuring deadlines are met. You are hands-on and proactive, someone who knows what needs to happen next, and makes sure it does. You thrive on accuracy, consistency, and teamwork, and you take pride in supporting projects that make a statewide impact. You don't wait for instructions - you anticipate, communicate, and keep the trains running. This role is essential to ensure that our work is delivered on time, on brand, and on budget.

Core Expectations

• Take initiative and own your role - this is not just about taking notes or moving tasks around.
• Be a champion of follow-through - the team relies on you to keep projects running.
• Use Asana daily, as it is our central nervous system for getting work done.
• Ask questions, seek clarity, and flag issues early. Silence is not a strategy.
• Flex your organizational muscles - details matter.

What Success Looks Like

• You stay ahead of deadlines and help others do the same.
• Asana is always up to date.
• You manage up and across, raising issues before they become problems.
• You adapt when and as things change.
• You support the team's ability to be more strategic by keeping the details tight.

Essential Functions

Project Coordination & Task Management

• Manage project plans and timelines using Asana; set up tasks, assign owners, and maintain deadlines.
• Track day-to-day progress of campaigns, creative deliverables, and communications initiatives.
• Ensure cross-functional teams have what they need to keep moving, flagging blockers and tracking dependencies.
• Perform final checks for scheduling conflicts, resourcing issues, and missed details.

Ownership of Asana as a Core Tool

• Serve as the department's lead Asana user: entering and updating tasks, maintaining project accuracy, and enforcing standards.
• Uphold naming conventions, organizational structure, and best practices within the platform.
• Ensure project dashboards, calendars, and timelines are always up to date.

Communication & Documentation

• Document meeting notes and follow-ups with clear action items and responsible parties.
• Keep stakeholders informed through timely updates and status tracking.
• Raise issues early and clearly.

Process Support & Continuous Improvement

• Identify inefficiencies or pain points and suggest improvements that enhance productivity and workflow.
• Support new tools, processes, and ideas with an open mind and collaborative spirit.
• Show initiative and flexibility in supporting the department's goals and team needs.