Facilities Project Coordinator

Bozeman, City of•Professional Building, MT

About The Position

The City of Bozeman is hiring a Facilities Project Coordinator to provide project coordination and management for construction, renovation, and maintenance projects. The role facilitates the preparation and coordination of design documents, specifications, estimates, budgets, and contracts between clients and contractors. The coordinator manages project design and construction, administers contracts and budgets, coordinates consultant selection and bids, obtains permits, tracks project progress, and helps ensure projects meet scope, schedule, and budget requirements. The position supports identification and prioritization of facility needs, development of the Facility Division Capital Improvement Plan, and management of project budgets and furniture, fixtures, and equipment. It coordinates construction activities, utility and equipment start-ups, and occupant relocations; researches high-performance construction practices; collaborates with stakeholders; and manages project closeout documentation. The role also supports facilities operating and capital budgets, communicates project progress and issues, responds to citizens, and provides general support to the Facilities team. The position typically works Monday through Friday, 8:00 a.m. to 5:00 p.m. It uses a City vehicle to travel among job sites and facilities. Employment offers are conditional on completion of the stated conditional offer process, including driving record and criminal background checks, reference checks, and a general internet search.

Requirements

Bachelor’s degree in Engineering, Project Management, Construction Management, or a related field, and three years of project management experience, including contract and budget administration; alternatively, an equivalent combination of education, experience, training, or special qualifications.
Current valid driver’s license and a clean driving record.
Ability to obtain a Montana driver’s license within 60 days of employment.
Knowledge of standard project management principles, project scheduling, estimating, and management.
Ability to read and interpret architectural and engineering designs and specifications, including maps, charts, and graphs.
Ability to prepare accurate and reliable documents, contracts, and reports containing findings and recommendations.
Ability to identify project scope, budget, schedule, plan, and specification problems and determine necessary changes.
Effective oral and written communication with clients, vendors, contractors, supervisors, and department heads, using technical and non-technical language.
Ability to interpret and enforce compliance with plans, specifications, schedules, and contract provisions.
Ability to handle interactions with a wide range of people, including individuals upset about City activities or policies.
Ability to understand and follow oral and written policies, procedures, and instructions.
Ability to operate a personal computer and standard or customized software appropriate to assigned tasks.
Ability to develop solutions using logical and creative thought processes and to perform varied duties accurately and quickly under time-sensitive deadlines.
Willingness and ability to quickly learn and apply new skills and knowledge as information and technology change.
Integrity, ingenuity, inventiveness, discretion, and consistent performance in accordance with the City’s Core Values of Integrity, Leadership, Service, and Teamwork.
Satisfactory completion of the conditional offer process, including a driving record history check, criminal background check, thorough reference checks, and general internet search.

Responsibilities

Coordinate and manage construction, renovation, and maintenance projects, including design documents, specifications, estimates, budgets, and contracts.
Manage project design and construction; administer contracts and budgets; coordinate consultant selection; obtain permits; review and recommend project scope and budget decisions; review and approve deliverables; track progress and budgets; and implement payment protocols.
Identify and prioritize project needs using condition information and Master Plan recommendations, and assist in developing the Facility Division Capital Improvement Plan.
Manage project budgets and furniture, fixtures, and equipment.
Coordinate bid and award activities for services, construction, and design contracts, and manage construction activities.
Coordinate major utility and equipment start-ups and occupant relocations as needed.
Research high-performance construction practices and incorporate relevant knowledge into Division protocols.
Collaborate with stakeholders, schedule and lead meetings, organize notes, and complete or assign follow-up tasks.
Review drawings and specifications for equipment and materials.
Manage project closeout tasks, including collecting redline drawings and OEM manuals and arranging file transfers from vendors and contractors.
Create and support specialized documents for advanced building systems.
Support the Facilities Superintendent and Strategic Services Director with operating and capital improvement project budgets.
Use a City vehicle to travel between job sites, inspect facilities, transport materials, and coordinate with contractors across locations.
Keep supervisors and others informed about work progress, problems, and potential improvements.
Attend meetings, conferences, workshops, and training, and review materials to stay current in the field.
Operate office equipment and use word-processing and data-processing software.
Coordinate with others to support effective interdepartmental operations and activities.
Respond courteously and promptly to citizens’ questions and comments.
Provide support to the Facilities team as assigned and perform other duties consistent with the classification.
Safely operate and care for motor vehicles and assigned City-owned equipment.