Facilities Project Coordinator

Vanderbilt University • Nashville, TN

2d

About The Position

The Facilities Project Coordinator provides operational, administrative, and project support for the Facilities office within the School of Medicine Basic Sciences (SOMBS). This position serves as a central coordination resource supporting space management, facilities operations, renovation projects, capital planning activities, asset management initiatives, financial tracking, vendor administration, and customer service functions. The Facilities Project Coordinator is responsible for maintaining project documentation, coordinating project communications, supporting procurement and financial processes, administering facilities databases, and ensuring consistency across office procedures and reporting. The position serves as a critical organizational resource that enhances operational efficiency, supports business continuity, and enables leadership to focus on strategic initiatives and construction and facilities operation. The ideal candidate possesses exceptional organizational skills, strong attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced academic and research environment.

Requirements

• Three or more years of administrative, project coordination, facilities support, or operations experience.
• Listen comprehensively and learn quickly.
• Strong organizational and time-management skills.
• Strong website development and management skills.
• Advanced proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Experience in maintaining databases and records systems.
• Ability to work independently and collaboratively.

Nice To Haves

• Concentration in Project Management, Business Administration, Facilities Management, or related field preferred.
• Experience supporting facilities, construction, engineering, healthcare, research, or higher education operations.
• Experience with Oracle, Vanderbilt systems, or enterprise resource planning systems.
• Experience with project management software, Bluebeam and reporting tools.
• Experience developing reports and dashboards.
• Familiarity with procurement and financial processes.
• Experience documenting business processes and SOPs.

Responsibilities

• Support facilities projects from initiation through closeout by coordinating project schedules and milestone tracking.
• Prepare project status reports and meeting summaries with Project Managers.
• Track project documentation and approvals.
• Maintain project files and electronic records.
• Assist with organizing project closeout documentation.
• Document vendor quotations via Request for quote standard operating procedure.
• Prepare purchase requisitions.
• Track project expenditures.
• Assist with invoice processing and reconciliation.
• Maintain project budget documentation.
• Support annual budget development activities.
• Coordinate procurement documentation and approvals.
• Maintain project tracking tool.
• Update facilities dashboards and reports.
• Support annual space surveys and capital asset inventories.
• Maintain facilities metrics and Objectives and Key Results progress.
• Maintain Standard Operating Procedures (SOPs).
• Document workflows and business processes.
• Coordinate process improvement initiatives, i.e. testing standard operating procedures prior to release.
• Manage the Facilities document repository – SharePoint and DOBS drive.
• Maintain Facilities website with Director.
• Maintain vendor databases.
• Track move and equipment insurance certificates and compliance documentation.
• Coordinate contractor access requests.
• Schedule vendor meetings and site visits.
• Maintain vendor performance records and Lessons Learned Log.
• Assist with contract renewals and documentation.
• Support project intake requests with Director.
• Monitor maintenance system request status and resolution timelines.
• Coordinate communication between stakeholders and facilities staff.
• Maintain customer-facing resources and guidance documents.
• Support onboarding activities for new faculty and laboratories.
• Maintain emergency contact lists.
• Assist with continuity planning documentation.
• Coordinate training records.
• Assist with the coordination of organizational calendars and project schedules.
• Provide administrative support for special initiatives and strategic projects.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level