Project Coordinator – Construction and Facilities

Summary

The Project Coordinator for Construction and Facilities must be a highly organized professional with experience in operations and process coordination. This position works in direct support of the Director for Construction & Facilities or a designated representative, handling tracking of action items, coordinating construction and maintenance tasks, assisting with property and construction‑related follow‑ups, and managing parish, vendor, and office communications. The coordinator also types correspondence, requests, reports, and other necessary documentation.

Responsibilities

• Work with the Director of Construction and Facilities to create work plans, manage documents, and manage deliverables.
• Set up and maintain project folders & cloud filing system (SharePoint, project management software, database, etc.).
• Support recordkeeping, reporting, and organization of operational documents and spreadsheets.
• Maintain and update project pay applications and facilities invoices.
• Assist with monthly invoicing for construction and facilities projects.
• Assist with management and internal communication of parishes, project consultants, and other stakeholders.
• Track action items and follow up on active projects using spreadsheets, project management software, and other project tools.
• Oversee workflow, schedule assignments, evaluate project progress, and report status to management and stakeholders.
• Work with the Construction and Facilities team and customers on project concerns.
• Assist with closeout and O&M packages as projects are completed.
• Serve as a point of contact for select vendors and facility maintenance issues, including logging of maintenance issues.
• Coordinate and organize project activities as assigned.
• Protect the confidentiality of client, donor, and organizational information.
• Adhere to the Code of Conduct and the Faith and Moral Policy.
• Take a solution‑oriented approach, promote collaboration, and support the organization’s Mission and Vision.
• Perform other duties as assigned.

Minimum Qualifications

• Associate’s degree or additional relevant experience.
• Minimum of four (4) years in an administrative role.
• Experience in project coordination preferred.
• Reliable transportation, valid driver’s license, and vehicle insurance.

Preferred Qualifications

• Experience with project management and/or maintenance software.
• Experience in day‑to‑day maintenance and/or construction operations.
• Ability to read construction drawings and documents.
• Experience working independently and as part of a construction management team.
• Experience with document control.

Minimum Knowledge and Skills

• General operations knowledge to plan, organize, and control resources, procedures, and timing for an administrative department.
• Understanding of construction phases from planning and pre‑construction to close‑out.
• Exceptional interpersonal and communication skills; ability to work in a pleasant, professional manner.
• Strong organizational, time‑management, coordination, and communication abilities.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, MS‑Project, Outlook, etc.).
• Ability to establish and maintain effective relationships with staff, suppliers, vendors, and the public.
• Clear and effective written and verbal communication.
• Capability to meet all physical requirements of the position, with or without accommodations.
• Works well under pressure and can make quick decisions independently.

Working Conditions

Primarily office‑based with occasional outdoor work exposing the employee to temperature extremes, dust, dirt, grease, and noise. The role requires detail‑orientation, organization, self‑motivation, and the ability to work both independently and as part of a team.

Schedule & Employment Details

Full‑time, non‑exempt position. Regular work schedule is 8:30 am – 5:00 pm, Monday – Friday, with after‑hours, weekend, and evening work as needed. Reports to the Director for Construction & Facilities at the Pastoral Ministry Center.