Position Summary: The Project Coordinator will be responsible for assisting Integrated Facilities staff with organizing and executing projects. This task involves creating and monitoring project plans, schedules, budgets, and expenditures, organizing and participating in stakeholder meetings, and ensuring that project deadlines are met. The Project Coordinator will be responsible for managing and monitoring the progress of purchase requisitions, work orders, and preventative maintenance schedules.
Essential Functions and Responsibilities:
- Coordinate assigned projects, with assistance from field personnel and PM’s, including of specifications, solicitation of bids, and provision of quality control measures.
- Build relationships with staff to maintain a strong working unit and a good rapport with other divisions.
- Plan projects, to include scope, budget, schedule, and vendor management.
- Prepare project reports.
- Coordinate new construction, repair, and maintenance projects.
- Develop preventative maintenance schedules.
- Process invoices for fiscal year contracts.
- Maintain departmental documents to include SharePoint documents and site management, facility/seating charts, and physical address list.
- Assist with annual budget process to include all applicable data entry and routine budget reporting.
- Provide administrative support as needed.
- Manage service contracts, i.e., Grounds, General Contractors, Pest Control, etc.
- Provide support with departmental activities such as the Health and Safety Fair.
- Maintain Leankit project board.
- Process and monitor utility-reports provided by Engineering and Administrative Services.
- Maintain insurance certificates for District vendors.
- Perform other duties as required.
- Proficient in Microsoft Office Products (Word, Excel, MS Outlook, PowerPoint, Project, Teams, and Visio)
- Ability to read and interpret blueprints
- Three (3) years of experience with project management best practices and principles
- Ability to read, review, and write technical specifications for various construction projects
- Experience with Maximo, SharePoint, and Service Now
- Solid work ethic and initiative-taking
- Knowledge of surveying and construction site operations
- High School Diploma or GED
- Valid Texas Drivers License
- Two (2) year college Associate’s degree
- PMP certification
- OSHA 10 certification in General Industry or Construction
Success Factors/Job Competencies:
- Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Planning: Ability to think ahead and plan for short-term and long-term goals that span multiple years.
- Detail Oriented: Attention to detail is critical when overseeing many different aspects of the project, all of which are important to its well-being and success.
- Dependable: The project manager is going to depend on the project coordinator to handle the minutiae of the project’s management, and therefore, it’s crucial that the project coordinator is dependable and can be relied on to uphold their responsibilities without having to be micromanaged. Have the ability to work effectively with multiple project/program managers
- Excellent Communicator: Think of the project coordinator as the bridge connecting the project manager to various other project members, then you can see the importance of having superior communication skills. You will need to understand the message and deliver it clearly to the target audience.
- Productive: Projects demand productivity from its participants, and this is especially true for the project coordinator. The Coordinator is often the grease that keeps the wheels of the project turning, so it’s doubly important that you are productive, and have the ability to handle multiple tasks and timeframes
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: While performing duties of the job, the employee is occasionally required to stand, walk, sit, and use hand to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Work environment: While performing the duties of this job, the employee typically resides within an office or cubicle and may have occasional fieldwork that will expose the employee to weather conditions prevalent at the time.