Facilities Project Coordinator

JOB SUMMARY

Provides administrative and coordination support to Project Managers and the Corporate Real Estate team for construction, relocation, and facilities-related projects across GardaWorld business units. Focus is on organization, tracking, documentation, and communication, enabling efficient project execution.

WORK SCHEDULE

• Variable days and hours based on each assignment and work activities.
• Overtime, weekend, and holiday work may be required.
• On call 24 hours, 7 days a week for emergencies.

TRAVEL REQUIRED

• Yes, via automobile to most locations.
• Airline flights as needed.

Job Duties

• Support Project Managers in day-to-day execution of real estate and construction projects (offices, branches, and specialized facilities).
• Maintain project trackers, schedules, and milestone logs; update status based on direction from Project Manager.
• Cook up meetings, prepare agendas, and document meeting minutes with clear action items and follow-ups.
• Track outstanding tasks, deadlines, and deliverables to ensure timely completion.
• Aid in preparation and organization of project plans, timelines, and reporting materials.
• Process and track invoices, purchase orders, and vendor billing in coordination with Finance.
• Keep budget tracking logs (commitments vs. actuals) for Project Manager review.
• Aid in compiling CAPEX tracking reports and supporting documentation.
• Aid in ensuring proper coding and allocation of project costs to the appropriate business unit/cost center.
• Coordinate logistics with vendors, contractors, and consultants. Schedule vendor calls, site visits, and project meetings.
• Track vendor deliverables, proposals, and required documentation.
• Aid in vendor onboarding paperwork and insurance/compliance documentation.
• Maintain organized digital project files, including contracts, drawings, permits, and correspondence.
• Track key project and lease-related dates (permits, delivery timelines, lease milestones).
• Aid in ensuring all documentation is properly filed and accessible for internal stakeholders and audits.
• Aid in preparation of project closeout packages and documentation.

Qualifications

• Bachelor's degree in facilities management, construction management, or a related field preferred.
• 5 years of experience as a Facilities or Project Coordinator is acceptable in lieu of degree.
• Experience with corporate construction projects involving banks, vaults, and financial institutions is a plus.
• At least 5 years of experience in a high-volume facilities management and construction project management environment.
• Strong knowledge of commercial leasing, building codes, regulations, and safety standards.
• Strong knowledge in CMMS, work order systems and workflows.
• Excellent presentation and communication skills and ability to lead cross-functional teams.

Benefits & Compensation

• We offer competitive wages and a great benefits package for full time employees: medical, dental, vision, holiday pay, paid vacation, 401K plan, employee discounts, and much more!

EEO, Drug Free Workplace

EEO, Drug Free Workplace