Project Coordinator, Facilities

JOB SUMMARY:

The purpose of the project coordinator position is to assist the project manager(s) by providing project support in key areas including assisting in project design; establishing project documentation; maintaining and/or establishing vendor contracts using the Supply Chain process; processing project invoices and monitoring project budget variances. Additionally, the project coordinator may provide project oversight in absence of the project manager. The project coordinator will also manage smaller projects, usually less than 2–3 weeks in duration, including managing vendors, customer expectations and the project budget. The project coordinator acts as the department’s SharePoint administrator to ensure all project documentation is scanned and filed appropriately. Strong emphasis is placed on providing a positive response to the concerns and needs of the customer.

MAJOR JOB RESPONSIBILITIES:

Functional Expertise:

• Manages renovation projects with limited time frames (usually less than 2-3 week duration) or with budgets expected to be less than $100K.

• Assists project manager(s) by coordinating proper vendor contracts with Supply Chain Management to ensure compliance.

• Assist project manager(s) by monitoring project spend against established budget and report accrual(s) and appropriate documentation to Accounting, when necessary.

• Performs cost analysis and itemizes project budget before composing accounting documentation and submitting for approval.

• Assemble, organize and maintain electronic project documentation via the department’s Sharepoint site for future reference.

Business Acumen:

• Stays abreast of relevant business priorities and changes, and how they affect day to day operations. 

• Applies technical knowledge and business experience to solve operational challenges while identifying and escalating appropriate obstacles and issues to project manager.

• Works closely with Supply Chain Management to develop and evaluate RFP’s that bring strategic partnerships that are competitive in price and present high service levels; communicates with the SCM analyst to track progress throughout the process.

• Assists project manager by coordinating with SCM and financial analyst to create project PR/PO & manage process, true-up through project close-out, and tracking of vendor payments; Ensures all associated documentation for PR/PO process are provided to support requests.

• Work with project manager to create POET (AV, Furniture, Construction and Misc.) and works with financial analyst to open and close projects upon completion.

• Coordinates with accounting team to identify and clarify project invoices for Oracle processing.

Engagement:

• Assists project manager by coordinating large moves outside of headquarters buildings. Coordinates with appropriate management team for optimum move plan.

• Maintains positive relationships with customers and vendors.

• Provides input to management with regards to how projects might affect daily operations, processes or procedures. 

• Possesses good verbal and written communication and presentation skills.  Expresses ideas in a clear and concise manner to different levels within the organization.

• Conducts affairs with honesty, integrity, and respect when associating with others, and values the ideas, knowledge, and expertise of others. 

Driving Results:

• Monitors against metrics and deliverables, holding self and others/vendors accountable for results.
• Identifies and drives process improvement initiatives, including value engineering items in construction projects.
• Ensures internal controls are achieved in compliance with corporate policies, procedures and standards.
• Tracks and reports changes that have been identified as having the ability to cause variances in overall project budget.

JOB REQUIREMENTS: (Education, Experience, Knowledge, Skills)

Following are the job requirements:

• Strong sense of urgency

• Ability to work closely in a team atmosphere or alone

• Good interpersonal skills

• Self-Starter

• Excellent communication skills, both orally and in written form

• Intermediate proficiency in MS Excel and Word

• Working knowledge of SharePoint

• Excellent customer service skills

• Must be available to work after hours or weekends for facility moves

Education, Certifications/Licenses:

High school diploma or GED or equivalent academic education and experience

Related Work Experience:

Minimum 2–3 years’ experience in a facilities-related position          

Preferred: Experience managing small construction-related or other projects

Applicant may possess a combination of equivalent education and work experience.

Disclaimer:

This information describes the general nature and level of work performed by employees in this job. The description is not designed to be a comprehensive inventory of duties, responsibilities and qualifications required in the job. Reasonable accommodations may be made to qualified disabled individuals for performance of essential duties and responsibilities.