Facilities Project Coordinator

Position Summary 

The Project Coordinator (PC) is responsible for directing, organizing and controlling project activities under the direction of the Project Manager (PM) and Facilities team.  

Performance Expectations  

• Provide accurate, reliable assistance to assigned project managers/estimators.  

• Interacts with clients, vendors and the public in a professional and friendly manner.  

• Provides accurate, timely document management assistance.  

• Be a knowledgeable and reliable liaison between the Facilities department and Accounting departments.  

• Achieve a healthy work/life balance. 

• Effective communicator. 

Essential Functions 

Essential functions include the following. Other duties may be assigned. 

• Consistently able to work in the office during the hours of 8am -5pm Monday – Friday. 

• Attends All Employee Meetings as scheduled. 

• The PC reports to the Director of Facilities and is responsible for providing administrative and clerical services to assist the PM/Facility team from project start up to project close out. Daily responsibilities include project and vendor set up. 

• Manages all work orders, notes, documents, billing in the Facilities department operating system, FEXA.  

Responsibilities 

• Independently complete project-related activities and initiate project tasks. 

• Gather required documentation, set up project in tracking system and create job files. 

• Process Owner contracts, order project insurance certificates and bonds (if required). 

• Prepare and send purchase orders and subcontracts. 

• Request and track subcontractor insurance certificates and bonds, reviewing certificates for compliance with contract documents. 

• Request and track joint check agreements with subcontractors. 

• Create and process Owner and subcontractor change orders. 

• Review subcontractor pay applications for payments and work closely with accounting to ensure proper payment to vendors and subcontractors. 

• Prepare and track lien waivers and submittals logs to submit with owner pay applications. 

• Prepare final waivers to release retainage at close of project. 

• Request project closeout information and assemble manuals to submit to owner and architect. 

• Perform general office duties, correspondence and filing. 

• Communicate with co-workers, management, clients, vendors and others in a courteous and professional manner. 

Qualifications and Requirements 

• At least 1-3 years of relevant project coordinator experience in the construction industry. 

Required Skills and Knowledge 

• Dependable, independent self-starter who takes responsibility for their work. 

• Ability to process large volume of smaller projects.  

• Ability to maintain confidentiality concerning financial information 

• Excellent organizational and time management skills. 

• Effective verbal, written and interpersonal communication skills. 

• Ability to initiate and drive process improvements. 

• Ability to work independently with minimal supervision and within tight deadlines. 

• Ability to manage rapidly and frequently changing priorities. 

• Ability to communicate and interact effectively with all levels of management. 

• High level of proficiency of MS Office products (Word, Excel, Outlook). 

Preferred Qualification 

• Experience with Procore and Foundation Software