Project Coordinator - Facilities Operations & Planning; H

The University of Miami Health System ( UHealth ) Facilities Department has an exciting opportunity for a full-time Facilities Project Coordinator to work on site in Miami.

The Facilities Project Coordinator provides project coordination and services related to construction projects of varying complexity, to include renovations, maintenance projects and preparation of design documents, specifications, and estimates.

• Assists with the development of project scopes, budgets and timelines.
• Plans and coordinates administrative tasks, to include facilitating project logistics such as scheduling meetings, conference rooms, conference calls, equipment meeting minutes, filing, and answering phones.
• Processes purchase orders, invoices, and other documents.
• Coordinates RFP, RFQ, bid submittals, and award communications activities with outside vendors.
• Advances and enforces operational procedures and best practices, ensuring staff compliance.
• Communicates and provides reports to various stakeholders detailing project progress, schedules, and spending.
• Assists with tracking of project budgets and permits.
• May be required to oversee administrative staff.
• Adheres to University and unit-level policies and procedures and safeguards University assets.

The Project Coordinator in the Integrated Project Delivery (IPD) department provides support for construction projects of varying complexities, such as capital projects, renewals, replacements, renovations, and maintenance. Collaborating closely with project managers, internal teams, and external vendors, this role assists project managers to ensure projects are completed on time, within budget, and to required (IPD) standards. Key responsibilities include providing administrative and logistical support, managing tasks and schedules, preparing budgets, and monitoring expenditures in Projecto.

The Project Coordinator acts as the primary contact for projects, keeping stakeholders informed of progress, communicating any changes, and maintaining comprehensive documentation to ensure efficiency and compliance.

• Assist Project Managers developing project scopes, budgets, and timelines in Projecto.
• Assist Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.
• Facilitate project logistics, including scheduling meetings, conference rooms, calls, and equipment.
• Coordinates the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.
• Maintain current and comprehensive project documentation, plans, and reports.
• Obtains and process project quotes, purchase orders, and other required documents.
• Provide project reports to stakeholders detailing progress, schedules, and quality.
• Support Project Managers by preparing weekly/monthly reports and slide decks to ensure accuracy and consistency with construction project updates.
• Prepares and sends documents for approval using Docu Sign.

• Coordinate RFP, RFQ, bid submittals, and award communications with vendors.
• Communicate project progress, schedules, and spending to various stakeholders.
• Support the oversight of activities of General Contractors, Designers, and other technical service personnel.

• Assist with budget preparation and track project-related expenditures.
• Support Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.
• Process project permits with required agencies or municipalities and track progress.
• Process project purchase orders, and tax saving Pos.
• Process permits applications.

• Ensure adherence to university and unit-level policies and procedures.
• Review and improve processes for greater departmental efficiency.
• Implement operational procedures and best practices, ensuring staff compliance.

• Assist in identifying risks and removing roadblocks that hinder project progress.
• Assist Project Manager to identify and log risks that arise in the Project Risk…