Project Coordinator - Austin Facilities Management

City of Austin • Austin, TX

5d

About The Position

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – anchors in delivering services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee. The City of Austin is seeking a detail-oriented and collaborative Project Coordinator to support the planning, coordination, and execution of engineering and construction-related projects. Under general supervision, this position assists with project budgeting, compliance, document review, and stakeholder communication. The role involves coordinating activities across departments, ensuring regulatory requirements are met, and supporting the development of project plans, contracts, and standards. The ideal candidate will bring strong organizational skills, technical knowledge of construction or engineering principles, and the ability to communicate effectively with both internal teams and external partners.

Requirements

• Graduation with a Bachelor’s degree from an accredited college or university with major course work in a related field, plus three (3) years of experience in construction, engineering, architecture, or related work.
• Experience may substitute for education up to a maximum of four (4) years.
• May require a valid Texas driver license.
• Knowledge of basic engineering and architectural design principles, practices, procedures, and estimating techniques.
• Knowledge of project accounting, architectural, and construction methods and the principles, methods, and practices of project management.
• Knowledge of laws, rules, regulations, and codes associated with project assignment.
• Knowledge of budget policies and principles.
• Knowledge of contract management principles, methods, and practices.
• Skill in adapting, interpreting, and applying guidelines and standards.
• Skill in establishing and maintaining positive relationships with internal and external customers.
• Skill in using available software packages.
• Ability to exercise sound judgment, tact, and diplomacy in all public contacts.
• Ability to schedule and coordinate activities between various parties and planning specific aspects of a project.
• Ability to communicate in oral or written format to a variety of audiences.

Nice To Haves

• Knowledge of public sector or municipal project processes, including permitting, procurement, and compliance requirements
• Knowledge developing, managing, and maintaining project schedules using tools such as Microsoft Project, or equivalent scheduling software
• Demonstrated ability to coordinate project activities with internal teams, consultants, and contractors to keep projects on schedule and within budget
• Strong analytical skills with experience in interpreting financial data and reporting budget performance to stakeholders.
• Experience processing pay applications, preparing financial reports, and tracking budget performance through the project lifecycle.
• Project Management Professional (PMP) certification or Six Sigma certification (Green Belt or higher) or the ability to obtain within six (6) months of employment.
• Proficiency in using project management and financial tracking software such as Microsoft Project, SAP, eCAPRIS, Oracle, or equivalent systems.
• Experience with document control systems and basic budget tracking tools (e.g., Smartsheet, SAP, or SharePoint).
• Strong ability to prioritize tasks, manage competing deadlines, and coordinate meetings and deliverables.
• Familiarity with basic project management principles: scope, schedule, cost, and quality.
• Excellent written and verbal communication skills for preparing status reports, memos, and presentations.
• Self-starter with a proactive mindset and willingness to learn project management methodologies (e.g., PMBOK, Agile, or Lean).

Responsibilities

• Communicates project and/or program information to internal and external customers.
• Assists in the development and monitoring of project and/or program budgets by completing assignments that may include processing a pay application or monitoring and updating the assigned project budget.
• Assists in the development of short- and long-range plans on projects or works on routine projects whereby techniques used are well known and present no unusual engineering problems.
• Assists in the development and implementation of operating policies and procedures by providing input as a team member of an established process improvement team.
• Ensures compliance with City and other regulatory agency requirements and policies by verifying that regulatory/permitting processes have been identified and permits or approvals acquired for assigned project.
• Coordinates development/reviews construction or engineering related contracts, contract documents, and Developer Agreements by reviewing preparing and processing project change orders to projects if change orders are appropriate and in compliance or applying technical quality control review.
• Coordinates and evaluates plans, criteria, schedules, etc. for a variety of projects, Programs, and plans or a division and/or section activities.
• Assists in the resolution of conflicts and difficult situations by providing supporting documentation, policies and procedures.
• Develops, maintains, and improves City of Austin design and construction standards.
• Provides technical advice and assistance.

Benefits

• Make a Difference : Join a team driving meaningful change in one of the fastest-growing cities in the nation.
• Value and Innovation : Work in an environment where employees are valued and innovation thrives.
• Competitive Benefits : Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security : Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options : Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness : Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth : Advance your skills and expertise with professional development and leadership opportunities.
• Modern Workspaces : Work in innovative and sustainable environments that foster collaboration and inspiration.

What This Job Offers

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