Facilities Project Coordinator

POSITION PURPOSE:

Supports construction and facilities under the development team by coordinating tasks and maintaining project schedules, and documentation for new construction, remodel, and facilities projects. Assists in tracking capital spending, R&M spending, updating project & facilities management software, and handling document management throughout the construction and facilities workflow. Provides administrative and technical support to internal users, manages system data entry, and assists in invoice reconciliation. Facilitates communication between internal departments, vendors, and contractors, and provides updates with oversight and administrative guidance.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains accurate project information, schedules, and accounting records using project & facilities management software.
• Supports the preparation and distribution of reports on project progress and capital/ R&M spending.
• Coordinates with external vendors to gather status information, coordinate financial expense approvals, document and track lien releases, update & track property damage reports (PDR’S) and repair/maintenance (R&M) invoices.
• Coordinates cross-functionally with legal and finance departments for contracting and capital reconciliation.
• Meets regularly with Director, Facilities Maintenance & Construction, to review current financial status, follows up on current/pending issues, and processes additional departmental requests.

QUALIFICATIONS – EDUCATION, EXPERIENCE, LICENSE/CERTIFICATIONS:

To perform this job successfully, an individual must be able to satisfactorily perform the essential functions of the job.  Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of the job.  The requirements listed below are representative of the education and/or experience required. 

Education/Work Experience:

High school diploma or equivalent (GED) required, Associate’s or Bachelor’s degree preferred.  2+ years’ related experience in the Construction or Facilities industry, preferably with a multi chain concept.

Knowledge, Skills, and Abilities:

• Basic understanding of facilities/construction terminology, documents, and contracts.
• Familiarity with local, state, and federal regulations governing real estate development, environmental regulations, and building codes.
• Familiarity with construction processes, scheduling, and budgeting. Knowledge of construction methods, materials, and best practices.
• Strong administrative and project management skills.
• Ability to audit contractors, vendors billing details prior to Director approval
• Ability to identify and surface potential risks associated with a project to leadership.
• Strong analytical and problem-solving mindset and skills; meticulous attention to detail
• Ability to effectively communicate with internal and external business partners. 
• Ability to adapt to changing project requirements, market conditions, and unforeseen challenges.
• Ability to read, write, and interpret basic reports, documents, and correspondence. 
• High level of proficiency with technology including Microsoft Office Suite applications, customized database applications, and internet research tools. Experience with Sitefolio, Smartsheet, Service Channel and Sitewise a plus.
• Adept at managing and prioritizing competing time sensitive requests while working well in a team atmosphere that may be under pressure.
• Position includes some airline/car travel to markets and sites
• Ability to work at the Support Center consistent with the hybrid work policy.