Project Coordinator - Facilities

Description:

JOB RESPONSIBILITIES: The Project Coordinator provides administrative, planning, and project coordination services for assigned facilities and organizational initiatives. This position plans, organizes, coordinates, and directs special projects, facility improvements, events, and special requests from initiation through completion.

The Coordinator serves as a primary liaison among department leadership, facilities and operations staff, vendors, contractors, architects, engineers, consultants, and other stakeholders. The position coordinates resources, timelines, budgets, communications, documentation, and project requirements to ensure projects are completed efficiently, within established scope and available resources, and in alignment with organizational priorities.

QUALIFICATIONS: Bachelor's degree from an accredited college or university in business administration, public administration, facilities management, project management, construction management, organizational management, or a related field, and five (5) years of progressively responsible related experience. Equivalent combinations of education, training, and relevant experience may be considered where permitted by organizational policy.

ILLUSTRATIVE DUTIES:

• Facilities Planning and Administration - Coordinate facility needs, space planning, relocations, equipment, furnishings, services, events, and operational requests across departments.
• Special Project Management - Plan, coordinate, and oversee assigned projects from initiation through completion, including scopes, schedules, resources, milestones, risks, deliverables, documentation, and status reporting.
• Budget, Procurement, and Resource Management - Assist with budgeting, purchasing, contracting, estimates, and expenditure tracking while coordinating the personnel, equipment, supplies, and other resources required for projects and facility initiatives.
• Construction, Renovation, and Vendor Coordination - Serve as a liaison with architects, engineers, contractors, consultants, vendors, and internal stakeholders; coordinate schedules, site activities, deliverables, communications, and operational requirements.
• Leadership Support and Communication - Represent designated leadership as authorized; prepare reports, briefings, recommendations, and project updates; and serve as a central point of contact for leadership, departments, vendors, and facility users.
• Accountability, Compliance, and Process Improvement - Establish and maintain systems for project intake, prioritization, tracking, documentation, and completion; ensure compliance with policies, contracts, safety requirements, and regulations; and identify opportunities to improve efficiency and service delivery.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Strong project coordination, problem-solving, and time-management skills.
• Ability to manage multiple projects, deadlines, priorities, and stakeholders.
• Ability to develop, understand, monitor, and implement project budgets.
• Knowledge of facilities planning, space utilization, procurement, project administration, and basic construction/renovation processes.
• Ability to coordinate effectively with departments, leadership, vendors, contractors, architects, engineers, and consultants.
• Ability to facilitate meetings and coordinate teams without direct supervisory authority.
• Ability to prepare clear reports, correspondence, schedules, project plans, and other documentation.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• Proficiency with Microsoft Office Suite or comparable software.

Requirements:

PHYSICAL REOUIREMENTS: Work is performed primarily in an office environment and requires regular computer use, communication, and movement between facilities, meetings, project sites, and event locations. The position may occasionally enter construction, renovation, maintenance, or operational areas and must follow applicable safety requirements.

Occasional work outside normal business hours may be required for special projects, meetings, events, or time-sensitive activities. The employee must be able to sit, stand, walk, bend, reach, and navigate facility environments and may occasionally lift or move materials weighing up to 25 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.