Project Coordinator

Job Summary

The Project Coordinator provides administrative, documentation, scheduling, budget-tracking, and project coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning.

Key Responsibilities

• Provide administrative and project coordination support to the Senior Project Manager of Campus Planning and Senior Director of Facilities & Campus Planning.
• Aid in planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities-related project activities.
• Maintain project schedules, timelines, milestone trackers, task lists, and follow-up items under the direction of the Senior Project Manager.
• Cook up project meetings, prepare agendas, compile materials, record meeting minutes, and track action items through completion.
• Support the preparation of project updates, reports, presentations, and Building Committee or leadership meeting materials as needed.
• Maintain accurate and organized project documentation, including contracts, permits, drawings, plan addenda, Requests for Information, invoices, pay applications, warranties, closeout materials, and progress reports.
• Track and update campus project information in capital planning and facilities systems, including Gordian VFA and other project tracking tools.
• Assist with maintaining archives of design, construction, facility use, compliance, and project records to support reporting, planning, and future reference.
• Ensure project files are complete, current, and accessible to the Senior Project Manager and Senior Director.
• Track project budgets, expenses, invoices, purchase orders, pay applications, and resource allocation under the direction of the Senior Project Manager.
• Assist with procurement and bid-related administrative tasks, including gathering documentation, organizing vendor information, and tracking proposal or contract status.
• Support communication and follow-up with consultants, contractors, suppliers, and internal departments regarding project documentation, scheduling, invoices, and deliverables.
• Prepare and track annual facilities budget information and special project budget materials, as assigned.
• Communicate regularly with internal teams, consultants, vendors, contractors, and other stakeholders, identifying potential risks, delays, missing documentation, budget concerns, or stakeholder issues and escalating them promptly.
• Identify and escalate issues, delays, or documentation gaps to the Senior Project Manager and/or Senior Director of Facilities and Campus Planning.
• Perform other duties and projects as assigned by the Senior Project Manager of Campus Planning or Senior Director of Facilities & Campus Planning.

Skills

• Project coordination, scheduling, and task tracking
• Strong organizational and time-management skills
• Accurate documentation and records management
• Meeting coordination, agenda preparation, and minute-taking
• Clear written and verbal communication
• Proficiency with Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook
• Attention to detail and ability to maintain complete, current project files
• Problem-solving, follow-through, and prioritization
• Team collaboration and customer-service orientation

Qualifications

• Minimum of 1–3 years of project coordination, administration, or related experience
• Strong organizational and time-management skills
• Excellent written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
• Ability to manage multiple tasks and meet deadlines
• Experience with project management tools such as Microsoft Project is preferred

Work Schedule

This is a full-time, in-person, 12-month non-exempt position that requires 40-hour workweeks during regular office hours, Monday through Friday, 7:00 a.m. to 4:00 p.m. These hours may vary depending on departmental needs, deadlines, or school events. Flexibility to work outside of regular business hours, including evenings and weekends, is required.

Physical Demands

The individual is required to talk and hear, often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, lift and carry approximately 25 pounds, reach with arms and hands, climb or balance, and to stoop, bend, kneel, crouch or crawl. Requires close vision.

Mental Demands

On a daily basis, employee must frequently problem solve, make decisions, interpret data, organize, write, plan, and clearly communicate.

Equipment Use

Telephone, computer, copier, scanner, printers and other hardware – frequently

Working Conditions

Indoor - frequently; Outdoor, Loud Noise, Cold and Hot Temperatures – occasionally

Equal Employment Opportunity Statement

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.