Construction Facilities Coordinator

University of South Florida•Tampa, FL

6d•Hybrid

About The Position

The Design & Construction - Facilities Coordinator is the primary contact and coordinator for incoming requests involving construction projects, work orders, events, real estate initiatives, furniture procurement, and other Construction, Facilities, and Real Estate (CFRE) activities. The role receives, triages, validates, coordinates, tracks, and transitions requests from initial contact through assignment to the appropriate Project Manager or Initiative Owner. It ensures requests are clearly defined, funded, compliant with applicable requirements, and ready for execution before handoff. As a customer-facing departmental contact, the position affects project success, stakeholder confidence, and operational efficiency. The role provides developmental exposure to space management, program governance, and project delivery as a pathway toward Program Manager-level positions within CFRE. Matters beyond the role's scope are escalated to the Senior Program Manager or Director. The position is designated as Essential Personnel and may participate in emergency preparedness, response, and recovery outside normal work hours, including during USF closings. The work takes place in a fast-paced, process-driven office or hybrid setting with frequent interaction across departments, vendors, and stakeholders; use of computers, spreadsheets, tracking tools, and intake systems; and occasional on-site field verification. Procedures and systems may evolve or be incomplete. Travel to other USF campuses or locations may be requested. Physical activities may include climbing, standing, stooping, typing, and lifting up to 20 pounds as needed.

Requirements

Bachelor's degree in Construction Management, Architecture, Engineering, Planning, Business Administration, Public Administration, or a related field, or an equivalent combination of education and directly relevant experience.
1–3 years of experience in one or more of the following: construction, facilities, planning, design, or project management; capital projects, facilities operations, or public-sector environments; or customer-facing coordination, intake, or project support roles.
Alternatively, demonstrated competencies include the ability to manage concurrent requests and deadlines; strong written and verbal communication; disciplined follow-up and attention to detail; and experience with structured processes, documentation, and tracking tools such as spreadsheets, logs, and basic systems.
Four years of direct experience may substitute for a bachelor's degree, subject to employment eligibility requirements described in the posting.
Ability to manage, track, and prioritize a high volume of concurrent requests across projects, work orders, events, and initiatives.
Ability to create clear, complete, and accurate intake summaries and project transition packages.
Proficiency in developing and maintaining tracking tools, logs, spreadsheets, and basic dashboards.
Ability to establish project identifiers and initiate records in applicable systems and databases.
Attention to detail when confirming funding sources, approvals, and readiness before project or initiative initiation.
Ability to learn and apply structured processes, requirements, and agreements, including the Fixed Capital Outlay process and third-party program management agreements.
Comfort working with imperfect systems and supplementing them to achieve reliable outcomes.
Ability to perform basic field verification and measurement tasks for space management.
Exceptional customer service orientation and a professional, responsive, solution-focused approach.
Strong organizational skills and follow-up discipline, including closing loops and ensuring commitments are met.
Self-motivation, proactivity, ownership, and the ability to manage competing priorities accurately.
Clear written and verbal communication with technical and non-technical audiences.
Ability to navigate a matrixed organization and coordinate across departments and stakeholder groups.
Problem-solving skills, including identifying issues, asking appropriate questions, and escalating matters appropriately.
Ability to remain calm, adaptable, and effective in fast-paced or ambiguous situations.
Results-focused approach and commitment to seeing work through to completion.
Ability to quickly develop working knowledge of applicable Florida statutes, Board of Governors Regulations, and University policies, procedures, and governance structures.
Understanding of public-sector or higher-education project environments and associated compliance requirements.
Familiarity with capital project lifecycles from request intake through planning and execution.
Awareness of public funding, procurement, and approval processes.
Understanding of the roles and interactions between internal stakeholders and third-party program or project management entities.

Nice To Haves

Demonstrated interest in progressing toward project or program management responsibilities within capital construction.
Basic understanding of project management concepts, including scope definition, schedule considerations, budgets, and risk awareness.
Knowledge of facilities, construction, planning, and real estate coordination concepts.

Responsibilities

Serve as the primary point of contact for incoming requests concerning construction projects, work orders, events, real estate and lease coordination, furniture procurement, and other departmental initiatives.
Receive, triage, and route requests accurately and promptly, determining whether they should proceed as a project, work order, event, or another type of request.
Coordinate with requestors to confirm scope, vision, goals, objectives, funding source, schedule expectations, constraints, and other information needed for successful execution.
Confirm funding availability and readiness with Finance and other required University departments before initiating a project or initiative.
Manage work order requests by redirecting them for appropriate CMMS entry or initiating, tracking, and following up on work orders routed through CFRE until completion.
Manage project request intake by establishing project IDs in applicable systems, coordinating internal reviews, and preparing complete transition packages for third-party Program Management or internal Project Managers.
Route project requests to the Minor or Major Projects Program using established thresholds and assist Major Project teams with intake coordination and project setup.
Support space management through field verification, measurements, and logistics coordination to confirm as-built conditions and space utilization data.
Coordinate concept proposal intake urgently and assemble handoff packages that support planning, budgeting, scheduling, and execution.
Coordinate input and requirements from CFRE teams and University departments such as Procurement, Finance, Parking & Transportation, Environmental Health & Safety, Building Code, and Legal.
Support logistics and scheduling for FF&E and test-fit activities.
Support documentation and logistics for the department's Project Steering Committee for projects meeting applicable review thresholds.
Develop, document, and maintain SOPs, checklists, templates, and workflows for request intake and project transitions, and support their adoption across the department.
Maintain accurate logs, trackers, and documentation for requests, projects, work orders, and initiatives, supplementing existing systems as needed for reliable tracking, follow-up, and reporting.
Coordinate and track project budget requests and changes through review, approval, and processing, maintaining accurate records.
Support information gathering, analysis, reporting, and data requests, including intake metrics, turnaround times, and handoff quality for the department's program-level KPI framework.
Identify process gaps and inefficiencies and recommend and support improvements to operational efficiency, clarity, and customer experience.
Support external lease and real estate coordination and assist with furniture procurement and coordination.
Support construction- and facilities-related emergency preparedness, response, and recovery activities as assigned.
Participate in departmental initiatives.
Perform other duties as assigned.