Relocation Project Coordinator

Aleto, Inc.•Arlington, VA

2d•$90,000 - $100,000•Onsite

About The Position

Aleto specializes in federal property management, space planning, and facility management, primarily supporting federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications. The company is looking for motivated individuals excited to grow with them, with the potential to improve processes and identify solutions for the government. This role offers the opportunity to work directly with clients and have a real impact on the day-to-day operations of federal agencies. Aleto is a growing company that values Accountability, Ingenuity, Reliability, Service, and Stewardship. Their mission is to help federal agencies improve their workspace, aspiring to be trusted advisors for federal leasing and facilities operations decision-making. Their purpose is to enhance workspaces with innovations while maintaining trust through dependable, responsible, and high-quality service. They work closely with partners to identify and deliver solutions based on business needs.

Requirements

Must be able to obtain an active HSPD-12 public trust credential
U.S. Citizenship required
Bachelor’s degree in Architecture, Engineering, Interior Design, Construction Management, Project Management, Facility Management, or a related field.
5+ years of related experience in project management, including the delivery of small to large interior builds, reconfigurations, move-add-change (MAC) projects (including IT and furniture), and Facility Management professional services.
Demonstrated success as the lead project manager on multiple projects valued at $500,000 and/or 50,000 RSF or more.
General knowledge of commercial and government workplace design, including familiarity with GSA space assignment policy and BOMA space standards
Expert proficiency in AutoCAD for efficient drawing manipulation and use
Ability to read and interpret construction documents and blueprints
Understanding and application of OSHA and ADA requirements, building and safety codes
Proficient in AutoCAD and Revit
Experience with MS Project, Primavera, or similar project management tools
Familiarity with ePM software like Kahua or equivalent
Proficient in Microsoft Office Suite
Proficient in Google Workspace
Ability to learn new planning, drawing, design, and specification software
Strong written and verbal communication skills, comfortable presenting to clients and executive teams
Ability to write clearly, edit for grammar and spelling, and adjust writing style to meet various needs
Comprehensive knowledge of project management tasks, including scope, risks, procurement, scheduling, budgeting, and customer relationship management
Highly developed interpersonal and customer service skills
Professional demeanor, strong work ethic, and discretion when handling confidential information
Ability to effectively communicate with internal teams, external stakeholders, and clients
Ability to work collaboratively in a team environment while also working independently to meet deadlines and objectives
Excellent time management, prioritization, and multi-tasking abilities
Ability to adapt to changing priorities and work in a fast-paced environment
Exceptional organizational skills and attention to detail
Proven ability to make sound decisions under pressure and manage project risks
Ability to provide strategic data analysis, offering insights beyond basic reporting
Strong ethics, sound judgment, and the ability to foster a positive team environment
Proven problem-solving skills, with a proactive approach to addressing issues and recommending solutions
The highest level of integrity in managing confidential information
7+ years of experience in government relocation services and federal government procurement
Experience with budgeting, reporting, and contract negotiations

Nice To Haves

A Master's degree in Architecture, Engineering, Interior Design, Construction Management, Project Management, Facility Management, or a related field.
Relocation and/or decommissioning experience is a plus
PMP, CCM, CACM, or CFM certifications are desirable
Experience with IWMS software is highly preferred; familiarity with FM: Systems is a plus
Familiarity with GSA’s Public Building Service is desired

Responsibilities

Assist in the planning, development, execution, and closeout of interior projects to support the client’s brand and workplace innovation strategy.
Scheduling and coordinating project timelines
Estimating and budgeting for projects
Developing Scopes of Work
Reviewing and responding to submittments and Requests for Information (RFI)
Reviewing and addressing change order requests
Coordinating and assisting with moves, from individual relocations to entire group shifts
Overseeing administration, construction management, transfer of documentation, and turnover to building O&M and branch staff
Coordinate with both internal and external service providers, ensuring seamless project delivery.
Lead and serve as the primary point of contact for cross-functional teams.
Perform quality control checks throughout the project to ensure compliance with standards.
Coordinate with client personnel, external vendors, and contractors to ensure the successful delivery of project spaces, ensuring that documentation and data meet the client’s design and software standards.
Maintain thorough project records and provide regular status, risk, and progress reports.
Collaborate with other on-site contract staff, including project managers, furniture specialists, communications specialists, and financial analysts, on high-visibility projects and initiatives.
Prepare and maintain As-Built Drawings to track portfolio space and verify USF and Rentable Square Foot (RSF) according to client space standards.
Conduct regular site walks to verify project site conditions and progress.
Meet with clients to review documents, drawings, furniture specifications, space plans, and schedules.
Participate in coordination meetings with architects, engineers, AV/IT teams, general contractors, GSA project and building management staff, and other stakeholders.
Review project documents for compliance with plans, budgets, and schedules, and raise concerns to the agency staff as necessary.
Plan and manage successful federal government relocations of up to 1,000 people, ensuring compliance with contractual guidelines.
Collaborate with facility, project, and construction managers to develop and implement relocation project plans, schedules, and budgets.
Lead strategy development for the RPM/FF&E on-account team and supervise additional staff and vendors through project execution.
Ensure client satisfaction throughout the relocation and FF&E management process.
Troubleshoot and resolve escalated move issues and concerns from move supervisors.
Provide services for the reorganization and consolidation of existing facilities, as well as the opening of new facilities.
Maintain project documentation, coordinate schedules, and provide onsite supervision of move activities.
Ensure data accuracy within move management and CAFM systems.
Prepare and update project status reports, review invoices, ensure timely payment, update tracking reports, and maintain files for due diligence and financials.
Assist in ensuring compliance with agency acceptability criteria when vacating government buildings.
Oversee the scheduling, coordination, and supervision of furniture delivery and installation.
Coordinate paperwork and subcontracts involved in relocation projects.
Serve as a liaison between the federal agency and the moving company.
Procure and manage move labor.
Provide move signage, general directions, and be available on-site to answer questions and resolve post-move issues.
Track and manage move requests, ensuring work is completed on time and in line with customer and management expectations.
Develop and maintain records to track costs and work progress through to project completion.
Manage and cultivate a supplier network for move management needs.
Attend off-site conferences as required.
Oversee the auditing of data for benchmarking and compliance purposes.
Ensure completion and filing of all required reports.
Assist with any additional government reporting as defined by the program.
Compliance with all Aleto processes, standards, and guidelines, including utilizing the employee and intranet platforms, clocking in and/or entering time on a daily basis, submitting expense reports, providing monthly progress reports, etc.
Participate in recurring performance development meetings with your Aleto Team Lead to discuss current job tasks, promote open dialog/feedback, recognize and celebrate wins, and review positive and purposeful approaches for meeting work-related and professional development goals.
Attend team meetings, tri-annual company All-Hands Meetings, and other company-sponsored team-building events to foster and support Aleto's core values, vision, and culture.
Accomplish all tasks appropriately assigned or requested.

Benefits

Paid vacation
Sick time
Paid federal holidays
Parental leave
Full medical/dental/vision
401(k) with employer match
Medical Insurance (Aleto contributes $400 per month toward employee medical premiums, equal to 75% of the Employee Only premium for the HSA 3300 Base Plan. Employees may select from two HSA-eligible plans or a POS plan.)
Dental Insurance (Aleto contributes 75% of the employee’s premium.)
Vision Insurance (Aleto contributes 75% of the employee’s premium.)
Pre-Tax Savings Accounts (HSA or FSA)
Company-paid short-term and long-term disability insurance.
Company-paid life insurance coverage.
Paid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year.
40 hours of paid sick leave per year.
401(k) qualified retirement plan.