Program Coordinator - West Palm Beach, Florida

Schedule: Monday-Friday; 8am-5pm
Salary: Based on experience
Benefits: Full Benefits Package with PTO and 401(k) with match

Overview:

The Program Coordinator is a core operational role supporting the delivery and administration of a luxury condominium membership program. This position is designed for a highly capable, operations minded professional with a proven background in structured program support, documentation control, and executive level coordination. Reporting to the Program Administrator, the Program Coordinator ensures that all internal workflows, documentation, scheduling, and program materials are executed accurately, consistently, and to a first class standard. This is a non-client facing role and is critical to maintaining operational integrity and scalability. The position supports not only day to day execution but also the financial discipline, repeatability, and data integrity required to scale the program across multiple projects. The ideal candidate demonstrates maturity, discretion, and precision, and can operate in a high expectation luxury environment while supporting complex programs involving multiple stakeholders.

Core Responsibilities

• Provide operational support to the Program Administrator in executing the Membership Program

• Prepare, manage, and maintain program documentation including applications, scopes, agreements, presentations, and reference materials

• Ensure strict version control, document accuracy, and timely internal distribution

• Coordinate calendars, meetings, scheduling, internal reviews, vendor presentations, and leadership briefings

• Track program milestones, deliverables, dashboards, and key metrics to support timely execution and revenue alignment

• Identify discrepancies, delays, and risks impacting program performance

• Maintain organized digital filing systems and oversee intake and tracking of proposals and supporting documentation

• Ensure consistency between program materials, Buyer Upgrade Amendments, and internal records

• Coordinate cross functionally with construction, design, technology, finance, and external vendor teams

• Support development and refinement of SOPs, templates, and workflow playbooks

• Provide administrative and operational support to senior leadership as needed

Required Skills

• Exceptional organizational discipline and attention to detail

• Proactive, reliable, and execution focused

• Strong operational mindset with ability to manage structured workflows

• Sensitivity to luxury standards, branding, and quality control

• High level of discretion, professionalism, and sound judgment

• Ability to manage multiple priorities in a fast paced environment

Technical Proficiency

• 8-10 years of progressive experience in operations, project administration, or executive support within high expectation environments

• Experience with scheduling, project tracking, or program management tools preferred

• Advanced proficiency in Microsoft Office Suite

• Strong experience with document management systems and CRM platforms

• Daily CRM use required; Yardi experience highly preferred

Professional Background

• Proven experience managing complex programs, sensitive information, and formal documentation

• Background in ultra luxury residential, real estate, construction, design, hospitality, or related industries required

• Degree in Business Administration, Construction Management, Interior Design, Business Management, or related field preferred

• Experience supporting senior administrators, managers, or leadership teams in structured professional environments