Project Coordinator

The Project Coordinator supports the planning, design, delivery, and operation of capital projects and facility improvements across the organization. This role provides coordination, documentation, recordkeeping, scheduling, and administrative support to the Design & Engineering team (Senior Director and Project Managers), ensuring projects are well organized, information is accurate and timely, and stakeholders remain informed throughout the project life cycle. The Project Coordinator is a key contributor to consistent project delivery, helping to maintain standards, processes, and records across multiple concurrent projects in an active, operational campus environment.

Create, organize, and maintain comprehensive facilities and construction project records, including permits, design and construction drawings, submittals, RFIs, engineering reports, and closeout documentation.

Assist Project Managers with project setup, coordination, tracking, and reporting across multiple concurrent projects.

Maintain organized project files and logs within SharePoint, Computerized Maintenance Management System (CMMS), Geographic Information System (GIS), and other institutional systems.

Track project milestones, action items, and deliverables; follow up on outstanding items to support schedule adherence.

Track status of invoices, purchase orders, and contracts in coordination with Project Managers and Finance staff.

Support procurement and contractor onboarding activities, including collection of insurance certificates and other compliance documentation.

Schedule project meetings; prepare agendas; record and distribute meeting minutes and action item summaries.

Support clear, timely communication between Design & Engineering staff, Facilities staff, internal stakeholders, and external consultants or contractors.

Assist with preparation of project status updates, summaries, and presentation materials for leadership review.

Maintain and update Geographic Information System (GIS) databases and facilities asset inventories; incorporate new construction and renovation data into existing records.

Populate and update preventative maintenance data, asset records, and work order information in the Computerized Maintenance Management System (CMMS).

Support data accuracy, consistency, and long‑term usability across project and facilities systems.

Assist with implementation and maintenance of standardized project templates, trackers, and workflows.

Identify opportunities to improve coordination, documentation, and information flow across projects and systems.

Bachelor’s degree (B.A.) from a four‑year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

Proficiency with Microsoft Office (Excel, Word, Outlook); experience with SharePoint or similar document management systems preferred.

Performs other duties as assigned.

Houston Zoo is an Equal Opportunity Employer.