Project Coordinator - Facilities Operations & Planning (H)

Core Responsibilities

• Affords project scopes, budgets, and timelines to Project Managers.
• Facilitates project logistics, including scheduling meetings, conference rooms, calls, and equipment.
• Coordinates the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.
• Maintains current and comprehensive project documentation, plans, and reports.
• Processes project quotes, purchase orders, and other required documents.
• Provides project reports to stakeholders detailing progress, schedules, and quality.
• Prepares and sends documents for approval using DocuSign.
• Coordinates RFP, RFQ, bid submittals, and award communications with vendors.
• Communicates project progress, schedules, and spending to various stakeholders.
• Supports the oversight of activities of General Contractors, Designers, and other technical service personnel.
• Assists with budget preparation and tracks project-related expenditures.
• Supports Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.
• Processes project permits with required agencies or municipalities and tracks progress.
• Processes project purchase orders, and tax saving POS.
• Coordinates Pre-Construction Risks Assessment meetings.
• Executes project closeout procedures, ensuring all items are completed before final closure.
• Utilizes the contract compliance checklist to confirm all items are complete before closing the project.

Department Specific Functions

• Supports construction projects of varying complexities, such as capital projects, renewals, replacements, renovations, and maintenance.
• Collaborates closely with project managers, internal teams, and external vendors, ensuring projects are completed on time, within budget, and to required (IPD) standards.

Project Coordination and Administration

• Affords Project Managers developing project scopes, budgets, and timelines in Projecto.
• Affords Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.
• Facilitates project logistics, including scheduling meetings, conference rooms, calls, and equipment.
• Maintains current and comprehensive project documentation, plans, and reports.
• Obtains and processes project quotes, purchase orders, and other required documents.
• Provides project reports to stakeholders detailing progress, schedules, and quality.
• Prepares and sends documents for approval using DocuSign.
• Supports the oversight of activities of General Contractors, Designers, and other technical service personnel.
• Affords Project Managers developing project scopes, budgets, and timelines in Projecto.
• Affords Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.
• Facilitates project logistics, including scheduling meetings, conference rooms, calls, and equipment.
• Maintains current and comprehensive project documentation, plans, and reports.
• Obtains and processes project quotes, purchase orders, and other required documents.
• Provides project reports to stakeholders detailing progress, schedules, and quality.
• Prepares and sends documents for approval using DocuSign.
• Supports the oversight of activities of General Contractors, Designers, and other technical service personnel.

Vendor and Stakeholder Management

• Coordinates RFP, RFQ, bid submittals, and award communications with vendors.
• Communicates project progress, schedules, and spending to various stakeholders.
• Supports the oversight of activities of General Contractors, Designers, and other technical service personnel.

Budget and Expenditure Tracking

• Affords Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.
• Processes project permits with required agencies or municipalities and tracks progress.
• Processes project purchase orders, and tax saving POS.
• Coordinates Pre-Construction Risks Assessment meetings.

Operational Compliance and Improvement

• Ensures adherence to university and unit-level policies and procedures.
• Reviews and improves processes for greater departmental efficiency.
• Implements operational procedures and best practices, ensuring staff compliance.

Risk Management and Issue Resolution

• Affords assistance in identifying risks and removing roadblocks that hinder project progress.
• Affords assistance to Project Managers and contractors in submitting Weekend Work and Shut-down Impairment requests.
• Coordinates Pre-Construction Risks Assessment meetings.

Project Closeout and Compliance

• Executes project closeout procedures, ensuring all items are completed before final closure.
• Utilizes the contract compliance checklist to confirm all items are complete before closing the project.
• Coordinates the start-up of major utilities and equipment and the relocation of occupants into finished spaces.

Team Collaboration

• Serves as a liaison between team members, stakeholders, and management to ensure clear communication and alignment.
• Collaborates with architects, engineers, subcontractors, and other stakeholders to facilitate project execution.

Additional Duties

• Conducts site visits to observe and document construction progress.
• Organizes, attends, and participates in project meetings.
• Affords assistance with assigned tasks.