Construction Project Coordinator

Project Coordinator

Salary Range: $23.00 - $31.25 Hourly

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 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.

• Project coordination, scheduling, and task tracking
• Strong organizational and time-management skills
• Accurate documentation and records management
• Meeting coordination, agenda preparation, and minute-taking
• Clear written and verbal communication
• Professional follow-up with internal stakeholders, consultants, vendors, and contractors
• Budget, invoice, purchase order, and expense tracking
• Data entry and project tracking in capital planning or facilities systems, including Gordian VFA
• Attention to detail and ability to maintain complete, current project files
• Ability to identify issues, delays, or documentation gaps and escalate appropriately
• Problem-solving, follow-through, and prioritization
• Team collaboration and customer-service orientation
• Proficiency with Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook
• Discretion and confidentiality when handling project, vendor, personnel, or school information

• 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,…