Project Coordinator - Facilities Operations & Planning

University of Miami•Miami, FL

About The Position

The University of Miami/UHealth department of Facilities has an exciting opportunity for a Full Time Project Coordinator to work in the UHealth Medical Campus. The Project Coordinator – Facilities Operations & Planning provides coordination services for construction projects of varying complexities, including capital projects, renewal and replacement and renovations and maintenance. Additionally, the Project Coordinator – Facilities Operations & Planning will be responsible for coordinating and working with outside, third party vendors as needed. Plans and coordinates administrative tasks to include facilitating project logistics such as scheduling meetings, conference rooms, conference calls, equipment meeting minutes, filing and answering phones. Processes purchase orders, invoices, permits, and other documents. Coordinates RFP, RFQ, bid submittals and award communications activities with vendors. Advances and enforces operational procedures and best practices, ensuring staff compliance. Communicates and provides reports to various stakeholders detailing project progress, schedules and spending. Assists with tracking of project budget and permits. May be required to oversee administrative staff. Adheres to University and unit-level policies and procedures and safeguards University assets. Department Specific Functions The Project Coordinator in the Integrated Project Delivery (IPD) department provides support for construction projects of varying complexities, such as capital projects, renewals, replacements, renovations, and maintenance. Collaborating closely with project managers, internal teams, and external vendors, this role assists project managers to ensure projects are completed on time, within budget, and to required (IPD) standards. Key responsibilities include providing administrative and logistical support, managing tasks and schedules, preparing budgets, and monitoring expenditures in Projecto. The Project Coordinator acts as the primary contact for projects, keeping stakeholders informed of progress, communicating any changes, and maintaining comprehensive documentation to ensure efficiency and compliance

Requirements

Bachelor’s Degree in relevant field
Minimum 2 years of relevant experience
Skill in completing assignments accurately and with attention to detail.
Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
Ability to work independently and/or in a collaborative environment.
Ability to maintain effective interpersonal relationships.
Commitment to the University's core values.
Proficiency in using project management software such as Projecto, and Smartsheet.
Proficiency with Microsoft Word, PowerPoint and SharePoint software.
Any relevant education, certifications and/or work experience may be considered.

Responsibilities

Assist Project Managers developing project scopes, budgets, and timelines in Projecto.
Assist Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.
Facilitate project logistics, including scheduling meetings, conference rooms, calls, and equipment.
Coordinates the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.
Maintain current and comprehensive project documentation, plans, and reports.
Obtains and process project quotes, purchase orders, and other required documents.
Provide project reports to stakeholders detailing progress, schedules, and quality.
Support Project Managers by preparing weekly/monthly reports and slide decks to ensure accuracy and consistency with construction project updates.
Prepares and sends documents for approval using DocuSign.
Coordinate RFP, RFQ, bid submittals, and award communications with vendors.
Communicate project progress, schedules, and spending to various stakeholders.
Support the oversight of activities of General Contractors, Designers, and other technical service personnel.