Facilities Project Coordinator
About The Position
The Facilities Project Coordinator plays a vital role in supporting facilities project managers and the broader building operations team. This position offers the exciting opportunity to coordinate small and medium-sized projects under the guidance of facilities project managers, and to independently manage administrative aspects of smaller initiatives. This role will be instrumental in organizing and managing essential building documentation, project teams, service and maintenance contracts, and budgets, contributing to the overall administration of the Academy's Operations Team. This position reports to the Associate Director, Building Projects and Maintenance. This is a full-time, in-person position with the occasional ability to work from home as projects dictate. The primary schedule for this position is Monday-Friday, 8:00 AM - 5:00 PM. The Coordinator must also be available occasionally to work nights, early mornings, weekends, and holidays.
Requirements
- Bachelor's degree in a related area and/or equivalent experience/training.
- Three years of progressively responsible experience in project coordination or administrative role, with facilities experience strongly preferred.
- Strong attention to detail
- Knowledge of industry-standard construction methods
- Excellent organizational and time management skills
- Excellent verbal and written communication skills
- Proficiency with MS Office, Google Suite, and Adobe Acrobat or equivalent software
- Ability to work independently on more than one project at a time in a fast-paced environment.
- Ability to generate and interpret technical documents
- Ability to work with a diverse team across a complex organization in a collaborative and team-oriented manner, balancing competing priorities and timelines.
Nice To Haves
- Familiarity with and ability to read architectural & MEP drawings a plus.
Responsibilities
- Assists with the coordination of multiple projects of varying sizes concurrently.
- Oversees recurring service contracts including, but not limited to, pest control, storage services, and vehicle maintenance.
- Coordinates and monitors contractor-related work at the Academy’s offsite property in San Francisco.
- Manages all operations-related calendars and email distribution lists.
- Facilitates and coordinates the efforts of Building Operations teams, including electricians, stationary engineers, automation technicians, and building and grounds personnel to successfully execute projects.
- Collaborate and communicate with interdisciplinary project teams across the Academy.
- Coordinates small maintenance and repair jobs with external contractors and internal maintenance staff.
- Supports the management and coordination of office and other shared spaces within the building.
- Assists facilities project managers in tracking and documenting project budgets.
- Manage building documentation and update operations and maintenance libraries.
- Assist Facilities PMs to solicit contractor bids for construction and maintenance-related projects.
- Coordinates and facilitates meetings to ensure the continuing progress of assigned projects.
- Ensures assigned projects are effectively documented and project documents are integrated into the Academy construction/project document library.
- Assists the Facilities Project Managers in researching the feasibility, methods, and budgets of proposed projects.
- Meets regularly with the Associate Director, Building Projects and Maintenance and other operations managers to provide the status of projects and strategize ways to remove roadblocks.
- Follow all Academy safety regulations.
- Perform other job-related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
