Project Coordinator - Real Estate & Facilities

Introducing Prime Controls, L.P.

Established in 2004, Prime Controls, L.P. is a family-owned Systems Integration and I&C Construction firm dedicated to meeting clients' industrial automation and control requirements. As a Main Automation Contractor, we offer comprehensive solutions, supported by our size, expertise, and extensive experience. With a professional team of 1000+ employees, Prime Controls serves customers nationwide from our Dallas, Texas headquarters and offices throughout the United States. Our mission is to deliver the highest quality professional services while prioritizing our employees' well-being and fostering an exceptional workplace environment.

We are looking for an experienced Project Coordinator to join our Real Estate & Facilities team as a right-hand partner to the Facilities Manager. This role is an even blend of executive administrative support and hands-on project coordination-roughly 50% of each. You will work closely alongside the Facilities Manager, learning our processes through direct shadowing before taking on increasing independence.

The ideal candidate has prior experience as a coordinator or assistant within commercial real estate, facilities, or property management and is ready to hit the ground running. You will help keep projects organized and moving, manage correspondence and scheduling on behalf of the Facilities Manager, and serve as the key point of contact between the Facilities Manager and internal departments when he is traveling or offsite.

Administrative & Executive Support

Manage the Facilities Manager's calendar, schedule appointments, and coordinate meetings with internal teams and external partners.
• Handle day-to-day correspondence including emails, follow-ups, and communications on behalf of the Facilities Manager.
• Serve as the primary point of contact for internal teams (IT, Facilities staff, Safety) when the Facilities Manager is traveling or offsite.
• Organize and maintain project files, documentation, and records to ensure information is always current and accessible.
• Assist with travel coordination and other logistical support as needed.

New Office Setup & Project Coordination

• Coordinate all logistics associated with opening new offices and closing or relocating existing locations, including utilities, signage, furniture/FF&E research, and vendor scheduling.
• Shadow the Facilities Manager closely during the onboarding period to learn processes, vendor relationships, and company standards before taking on tasks independently.
• Track project timelines, milestones, and budgets; flag issues to the Facilities Manager promptly.
• Communicate with contractors and coordinate services for office remodels, buildouts, and expansions; the Facilities Manager will retain contract signing authority.
• Assist with scheduling construction and renovation activities in coordination with the Facilities Manager.
• Act as a liaison between the Facilities Manager and the broader Facilities department for existing properties, ensuring tasks are completed and documented.
• Attend and take notes on lease-related conversations and negotiations so you remain current on timelines and property statuses-coordinating with landlords and brokers as directed.

Required

• Prior experience as a coordinator or assistant in commercial real estate, facilities management, or property management.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously.
• Excellent written and verbal communication skills; comfortable interfacing with landlords, brokers, contractors, and internal leadership.
• Proficiency in Microsoft Office, including Excel, and general productivity tools.
• Ability to work independently and keep things moving when the Facilities Manager is traveling or unavailable.
• Comfortable being occasionally available outside normal business hours for urgent needs (a quick call or text reply on evenings or weekends).
• Open to occasional travel if the need arises.

Preferred

• Experience supporting a real estate asset manager, facilities manager, or similar senior role.
• Familiarity with FF&E procurement, tenant improvement projects, office buildouts, or lease administration.
• CAD experience is a bonus and would be valued, though coordination and support skills are the priority.

First 30 Days

• Complete a thorough onboarding by shadowing the Facilities Manager across active projects.
• Get all project information organized and centralized so nothing falls through the cracks.
• Learn the company's workflows, vendor relationships, and standards for how things get done.

6-12 Months

• Independently coordinate the setup and teardown of office locations with minimal direction.
• Manage the Facilities Manager's schedule and communications reliably, freeing up his time for higher-level decisions.
• Serve as the go-between for the Facilities department on existing property matters, ensuring tasks are tracked and completed.

What We Offer:

Full-time employees enjoy a great benefits package including, but not limited to:

• Health, Dental, and Vision coverage

• Flexible Spending Account(s)

• Generous PTO

• Numerous culture events
• ESOP

• 401k matching and more!

Prime Controls is an Equal Opportunity Employer/Affirmative Action/Veteran/Disabled employer.

As a federal contractor, Prime Controls is required to participate in the federal government's E-Verify program, which confirms employment authorization of all newly hired employees and most existing employees through an electronic database maintained by the Social Security Administration and Department of Homeland Security. For new hires, the E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification on or before the first day of work. E-Verify is not used as a tool to pre-screen candidates.