Project Coordinator

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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.

• 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 elevate 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.

• Project coordination, scheduling, and task tracking
• Strong organizational and time-management skills
• Accurate…