Project Coordinator

Mid-Pacific Institute•Honolulu, HI

49d•Onsite

About The Position

The Project Coordinator provides administrative, documentation, scheduling, budget-tracking, and project coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning. This role assists with maintaining accurate project records, coordinating meetings and communications, tracking schedules and budgets, updating capital planning systems, and supporting timely follow-up with internal stakeholders, consultants, vendors, and contractors. The position helps ensure that campus planning and facilities projects are organized, documented, and communicated effectively in support of Mid-Pacific’s capital planning, deferred maintenance, sustainability, and campus improvement priorities.

Requirements

Degree in Business Administration, Project Management, Engineering, or a related field is required.
Minimum of 1-3 years of project coordination, administration, or related experience.
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) is required.
Ability to manage multiple tasks and meet deadlines.
Talk and hear.
Sit and use hands and fingers, to handle or feel and to manipulate keys on a keyboard.
Close vision.

Nice To Haves

Experience with project management tools such as Microsoft Project is preferred.

Responsibilities

Provide administrative and project coordination support to the Senior Project Manager of Campus Planning and Senior Director of Facilities & Campus Planning.
Assist with planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities-related project activities.
Maintain project schedules, timelines, milestone trackers, task lists, and follow-up items under the direction of the Senior Project Manager.
Coordinate project meetings, prepare agendas, compile materials, record meeting minutes, and track action items through completion.
Support preparation of project updates, reports, presentations, and Building Committee or leadership meeting materials as requested.
Maintain accurate and organized project documentation, including contracts, permits, drawings, plan addenda, Requests for Information, invoices, pay applications, warranties, closeout materials, and progress reports.
Track and update campus project information in capital planning and facilities systems, including Gordian VFA and other project tracking tools.
Assist with maintaining archives of design, construction, facility use, compliance, and project records to support reporting, planning, and future reference.
Ensure project files are complete, current, and accessible to the Senior Project Manager and Senior Director.
Track project budgets, expenses, invoices, purchase orders, pay applications, and resource allocation under the direction of the Senior Project Manager.
Assist with procurement and bid-related administrative tasks, including gathering documentation, organizing vendor information, and tracking proposal or contract status.
Support communication and follow-up with consultants, contractors, suppliers, and internal departments regarding project documentation, scheduling, invoices, and deliverables.
Assist with preparation and tracking of annual facilities budget information and special project budget materials, as assigned.
Serve as a coordination point for routine project communications among internal teams, consultants, vendors, contractors, and other stakeholders.
Monitor project tasks, deadlines, documentation gaps, and pending items, and provide regular status updates to the Senior Project Manager.
Identify potential risks, delays, missing documentation, budget concerns, or stakeholder issues and escalate them promptly to the Senior Project Manager and/or Senior Director of Facilities and Campus Planning.
Support compliance with organizational policies, project requirements, safety expectations, and applicable documentation procedures.
Provide logistical and administrative support for campus planning, capital projects, deferred maintenance planning, sustainability initiatives, and facilities-related priorities.
Regular and predictable attendance at work.
Perform other duties and projects as assigned by the Senior Project Manager of Campus Planning or Senior Director of Facilities & Campus Planning.
Participate in the development of a safe and healthy workplace.
Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
Take reasonable care to ensure their own safety and health and that of others.
Report any injury, hazard or illness immediately, to their Supervisor and Human Resources.
Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.
Act as a role model by demonstrating safe work behaviors.
Identify, assess if necessary, and control hazards within are of responsibility.
Ensure that equipment/supplies are properly maintained.
Maintain relevant knowledge of safety laws.
Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources. Sexual abuse includes child molestation, any actual or alleged illegal or otherwise wrongful sexual conduct with a minor, and serial sexual misconduct, any actual or alleged illegal or otherwise wrongful sexual conduct with more than one victim; and committed by or alleged to have been committed by any perpetrator who is not a student of an included entity.