Capital Projects and Contracts Coordinator
About The Position
The Capital Projects and Contracts Coordinator provides procurement requisition entry, contract administration, financial administration, and operational coordination support across the Speros FL campus, a 775-acre mixed-use life science campus development in Pasco County, Florida. The coordinator supports the Design & Construction, Real Estate, and Finance functions, and serves as a primary administrative contact for campus operations vendors. The role coordinates vendor onboarding, contracts, purchase order requests, and invoice processing by gathering, maintaining, and submitting documentation, data, and approvals through corporate ERP and financial systems. It initiates contracts and maintains contract status and executed documents through Evisort and DocuSign. The position also compiles reimbursement packages for submission to FDOT and Pasco County in support of active construction and infrastructure workstreams, supports diversity compliance reporting, and performs notary functions as needed. The role requires organizational discipline, discretion, and professionalism when interacting with internal leadership, contractors, vendors, consultants, and agency partners.
Requirements
- High school diploma or GED.
- Three years of experience in procurement, contract administration, accounts payable, finance support, or a related business operations function.
- Experience working within an ERP, procurement, or financial management system.
- Strong organizational, time management, and problem-solving skills.
- Ability to manage multiple priorities with accuracy and attention to detail.
- Proficiency with Microsoft Office applications, including Excel, Word, and Outlook.
- Valid Florida Driver License.
- Florida Notary Public Commission or ability to obtain one within an established timeframe.
Nice To Haves
- Associate degree in Business Administration, Finance, Accounting, Supply Chain Management, or a related field.
- Experience supporting construction, real estate development, capital projects, or infrastructure programs.
- Experience with contract lifecycle management platforms and electronic signature systems.
- Experience with Workday, Lawson, SAP, or similar financial and procurement systems.
- Knowledge of project reimbursement processes, governmental funding programs, or compliance reporting requirements.
Responsibilities
- Coordinate contract initiation, review, approval, execution, and tracking activities.
- Support purchase order and requisition processing through corporate procurement systems.
- Monitor contract and purchase order status, including renewals, amendments, expirations, and closeouts.
- Maintain accurate contract, procurement, and project documentation.
- Review, process, and track invoices and payment requests.
- Support project budget administration and financial reporting activities.
- Research and resolve invoice and payment discrepancies with vendors and internal stakeholders.
- Monitor project commitments and maintain accurate financial records.
- Serve as a primary administrative contact for vendors supporting campus operations and construction activities.
- Coordinate vendor onboarding documentation and approval processes.
- Maintain organized vendor records and ensure compliance with organizational requirements.
- Support bid solicitation and small project coordination activities.
- Assist with preparation and submission of reimbursement documentation to external funding agencies.
- Support diversity compliance reporting and subcontractor tracking activities.
- Maintain project documentation to support audit, reimbursement, and regulatory requirements.
- Perform notary services as needed for contracts and project-related documentation.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
