Careers

Title: Project Coordinator

Department: Facilities Management

Duration: Tentative End Date: October 23, 2026

Employment Status: Non-Exempt, Full Time, 40 hours per week

Job Summary

Under the direction of the Assistant Director for Planning, Design and Construction, the Project Coordinator is responsible for assisting the project managers with day to day administrative and coordination activities related to organizing and controlling small non-complex project activities.

Job Duties

• 25% - Assist the project manager (PM) during various phases of a project that includes attending meetings, drafting and issuing project communications, budgets, preliminary schedules, tracking progress and quality of work being performed by subcontractors and suppliers. Maintain project organization and communication by using project scheduling tools. - (Essential)
• 25% - Accurately communicate relevant project information to the client and PM. Write contract documents, change orders, justifications, purchase orders, etc. for department projects. Apply knowledge of contractor insurance policy certificates. Assist the PM in the review of sub-contractor quotes. - (Essential)
• 25% - Track & coordinate contemplated change notices and change orders in the database. Track payment of all project invoices and tracking within the project budget documents. Ensure all required project close out documents are obtained. Keep the Project Manager (PM) and others informed about project status and issues that may impact client relations. - (Essential)
• 25% - Ensure clients’ communication and coordination needs are met in a timely and cost-effective manner. Maintain Planning, Design & Construction document archive. - (Essential)

Minimum Qualifications

• High school diploma or GED.
• One year of experience in clerical/administrative responsibilities including coordinating and communicating day to day operations.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
• Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently.
• Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Bachelor’s degree in liberal arts, business administration, construction or similar fields related to position responsibilities.
• Experience working in a planning, design, construction project management office.

EXPECTED HIRING RANGE:  $20.00/hr-$25.00/hr. Please note that this position is not eligible for benefits.