Program Coordinator - Florida

About the role

The Program Coordinator is responsible for overseeing project management activities and the overall performance of individual healthcare projects or programs. The position serves as a key point of contact between the client and the project team, ensuring project alignment and stakeholder satisfaction.

Responsibilities

• Daily interface with client, design and construction project team, representing the client.
• Collaboration with the client to assure project alignment of stakeholders.
• Planning, scheduling, and managing meetings with project stakeholders.
• Track submission and approval of project submittal and RFI documents from the contractor.
• Managing all project financial and budget commitment and invoice processing including reviewing these documents and processing them through client’s financial systems.
• Interfacing with a variety of external project team members and clients.
• Tracking closeout documentation, warranty, and punch list items from inception to completion.
• Ensuring that all project commitments and expenses are tracked accurately in eBuilder (budget management system) and that eBuilder records are consistent with the client’s financial reporting system.
• Aids in the implementation and utilization of eBuilder or equivalent project management software.
• Data work within cost management, report production, and quality control within eBuilder or similar Project Management Software.
• Monthly reconciliations of eBuilder to client’s reports to ensure there are no discrepancies.
• Entry of commitments and invoices to facilitate creation of project budgets and dashboard reports.
• Maintain regular communication with the client’s procurement & accounts payable teams to ensure that the project meets the administrative needs of the clients.
• Aids in the management of the monthly pay application process and maintain appropriate logs associated with pay application process.
• Aids in the preparation and dissemination of work plans and project documents, including procedures, proposals, progress reports and presentations.
• Conduct regular reviews with the client for accountability and successful management of financial objectives.
• Facilitate meetings, coordinate project resources, and disseminate meeting minutes and project information as required.
• Supports project team functions to include but not limited to, copying and collating manuals, providing assistance and document development and formatting.

Requirements

This position requires a high level of organization and discretion, attention to detail, and ability to handle a fast-paced environment. Candidates in or near Orlando or Melbourne are highly preferred.

Qualifications

• Bachelor’s degree in construction management, engineering, or business administration.
• Intermediate to advanced proficiency of Microsoft Office programs including (Power Point, Word, Excel, and Teams).
• eBuilder experience is preferred.
• Ability to learn new software applications quickly, including Bluebeam, Smartsheet, eBuilder, with additional owner led programs.
• Strong analytical and critical thinking skills with the ability to prioritize and adhere to tight deadlines.
• Strong written and verbal communication skills with an ability to effectively communicate at all levels of management.
• Commitment to excellence, personal integrity, and confidentiality.
• Ability to multi-task, establish priorities and work independently.
• Ability to work effectively with clients and other members of the project team.
• Willingness to remain flexible and adapt to change as we continue to grow as a company.