Facilities Project Coordinator

9/11 Memorial & Museum•New York, NY

5d•$30 - $34•Onsite

About The Position

Reporting directly to the Senior Vice President of Facilities, Design & Capital Improvements (SVP, FD&CI), the Facilities Project Coordinator will lead and independently manage a broad range of tasks in support of the department. The Project Coordinator will handle administrative tasks for the SVP, Directors, and team members to keep the overall operations of the 9/11 Memorial & Museum running smoothly. This position will also be assigned specific projects to manage independently and will make recommendations on operating policies and procedures. Important Note: While this is a benefits-eligible position, the role is capped at a maximum of 32 hours per week.

Requirements

Minimum 3 years of relevant work experience; background in project management, logistics coordination, or facilities maintenance preferred.
Familiarity with a range of computer programs, including Microsoft Office Suite, Photoshop, and AutoCAD.
Ability to lawfully operate a motor vehicle in New York State and meet organizational motor vehicle insurance requirements when driving a 9/11 Memorial vehicle.
Energetic individual with a proactive customer-service attitude.
Demonstrated ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization.
Highly motivated, organized and with high attention to detail.
Some work requires being on-site during off-hours/weekends, to accommodate the 24/7/365 departmental operation (e.g., 9/11 Commemoration ceremony, weather events, and off-hour projects).

Responsibilities

Supports and works closely with the SVP and the FD&CI team in managing facilities operations, planning logistics, special projects, capital improvements, and on-site staff.
Creates meeting agendas and schedules follow-ups to ensure all participants are kept updated and action items are kept on track.
Develops timelines, creates schedules, tracks and oversees progress to ensure project goals are met on time.
Creates presentations for FD&CI updates and communications to the Committee/Board, executive groups, and outside parties.
Manages planning and creation of materials for Aesthetics Review Committee and all staff presentations.
Conducts research for various strategic and critical projects, compiles findings, and makes recommendations (i.e., vendor selection, product availability, sustainable practices, procurement-related items, peer best practices).
Oversees the compilation and submission of Quality Assurance Division (QAD) documents with the Port Authority for Tenant Alteration Applications and Minor Works Applications, as well as Contractors, Sub-contractors, Architect of Record, Engineer of Record, and all other consultants.
Ensures vendor compliance, including reviewing and maintaining up-to-date records of certificates of insurance, contracts, and other documentation.
Leads tracking of Memorial tree health conditions and collaborates with subject experts to conduct site inspections and evaluations and make recommendations in alignment with design guidelines for landscaping.
Serves as lead for corporate volunteerism activities on the Memorial plaza, including creating programs and providing an overview of Memorial features and design, introducing volunteer work, and providing training on activities and proper tools to complete the tasks assigned.
Manages photo documentation and progress reporting and distribution of project documents on all department projects for use in executive and board presentations and decision-making.
Manages the yearly review of FD&CI Standard Operating Procedures (SOPs), including recommending updates to senior management based on prior year activity and lessons learned.
Manages archiving and organization of department documents, including drawings, contracts, permits, Port Authority documents, and other items.
Coordinates on-site deliveries (Vehicular Screening Center scheduling and tracking).
Responsible for the care, cleaning and maintenance of 9/11 Memorial vehicle including registration, inspections, service and fuel.
Manages pickups and deliveries with 9/11 Memorial vehicle of direct purchase materials, supplies, and small equipment as requested by engineering, janitorial or plaza supervisors or foreman for on-site work
Acts as the FD&CI liaison for weather and snow removal for cross-department planning; responsible for updating snow plan during weather events; organizes hotel accommodation and meals for the on- site department staff; provides support for fuel runs and material/supply pick-ups for snow removal operations.
Provides direct support to the SVP as needed during severe weather monitoring and preparation, as well as during emergency situations.
Provides additional support for on-site project management and coordination for preparations, set-ups, and breakdowns related to the annual 9/11 anniversary commemoration ceremony, February 26, 1993 anniversary commemoration, May 30th ceremony recognizing the anniversary of the formal end of 9/11 rescue and recovery operations, and the organization’s annual 5K Run/Walk.
Assists with other special projects and events in support of the 9/11 Memorial and Museum’s facilities, design, and capital improvements, as assigned by the SVP.
Travels to and work at off-site facilities (e.g., storage facilities and tree care nurseries) as required.
Participates in the Annual 5K Fundraiser and September 11th Commemoration, as assigned by SVP.