Project Coordinator, Planning, Design & Construction

Mount Sinai Health System • New York, NY

1d

About The Position

The Facilities Document Manager and Administrator follows projects through all phases including development of the project plan, to ensuring adherence to the plan. This individual supports the department by certifying that all documented information for every project is accounted for in the e-Builder software. Supports department leadership, organizes conferences and other projects, and is responsible for the monitoring of timelines and other specifications pertaining to the lifespan of each project.

Requirements

• Bachelor’s degree preferred.
• Associates degree required, along with equivalent experience in design, engineering, accounting, safety
• 4+ years experience working in a construction or project managerial business office or related work.

Responsibilities

• Assists the Director of Facilities Design & Construction (FDC) and VP of Planning Design & Construction (PDC), and the Associate Director of Finance in most phases of department operations.
• Supports FDC + PDC Project Management Team
• Prepares documentation required for Facilities Engineering Shut Down Requests; follow up and maintain status
• Routes Project Documents for signature; follow up and maintain status
• Generates and distributes Project Document Suspense report – weekly. Follow-up with department contacts as needed
• Manages Contracts, maintaining up to date documents for all vendors, consultants and contractors
• Maintains up to date vendor lists
• Maintains, organizes and updates filing system, interfacing with e-Builder
• Maintains policies and procedures for work created and generated in an orderly fashion so other personnel can retrieve files with needed
• Communicates issues with departmental staff, internal and external customers and vendors
• Works cooperatively with Facilities Engineering planning and scheduling teams; attends meetings when asked
• Circulates and collects departmental timesheets to/from appropriate Director. Uploads sheets into proper projects in e-Builder
• Keeper of project database – outside of e-Builder
• Tracks vacation schedules
• Ensures coverage during the holidays
• Works with PDC, FDC and Facilities Engineering to ensure smooth project management
• Performs other related duties
• Accounting data entry
• Supports the Associate Director of Finance in financial matters related to Projects and the Project Management Office (FDC)
• Reaches out to internal departments for verification for any questionable departmental chargebacks
• Inputs financial data for each project, including Contract information, Purchase Orders, Invoices
• e-Builder Document Management
• Supports Project Managers in maintaining updated e-Builder operations
• Manages the process of entering project drawings and documents into e-Builder
• Enters financial project data into e-Builder
• Transfers information from already existing database to e-Builder, as needed.
• Office Administration
• Distributes mail within the office
• Maintains inventory of supplies, ordering when necessary – both internal and external sources
• Manages the use of office equipment with vendors, to maintain good working order
• Other clerical duties as needed

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees