Facilities Project Coordinator

Position Summary

The Facilities Project Coordinator provides operational, administrative, and project support for the Facilities office within the School of Medicine Basic Sciences (SOMBS). This position serves as a central coordination resource supporting space management, facilities operations, renovation projects, capital planning activities, asset management initiatives, financial tracking, vendor administration, and customer service functions.

The Facilities Project Coordinator is responsible for maintaining project documentation, coordinating project communications, supporting procurement and financial processes, administering facilities databases, and ensuring consistency across office procedures and reporting. The position serves as a critical organizational resource that enhances operational efficiency, supports business continuity, and enables leadership to focus on strategic initiatives and construction and facilities operation.

The ideal candidate possesses exceptional organizational skills, strong attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced academic and research environment.

• Coordinating project schedules and milestone tracking.

• Preparing project status reports and meeting summaries with Project Managers.

• Tracking project documentation and approvals.

• Maintaining project files and electronic records.

• Assisting with organizing project closeout documentation.

• Documenting vendor quotations via

• Request for quote standard operating procedure.

• Preparing purchase requisitions.

• Tracking project expenditures.

• Assisting with invoice processing and reconciliation.

• Maintaining project budget documentation.

• Supporting annual budget development activities.

• Coordinating procurement documentation and approvals.

• Maintaining project tracking tool.

• Updating facilities dashboards and reports.

• Supporting annual space surveys and capital asset inventories.

• Maintaining facilities metrics and Objectives and Key Results progress.

• Maintaining Standard Operating Procedures (SOPs).

• Documenting workflows and business processes.

• Coordinating process improvement initiatives, i.e. testing standard operating procedures prior to release.

• Managing the Facilities document repository – SharePoint and DOBS drive.

• Maintaining Facilities website with Director

• Maintaining vendor databases.

• Tracking move and equipment insurance certificates and compliance documentation.

• Coordinating contractor access requests.

• Scheduling vendor meetings and site visits.

• Maintaining vendor performance records and Lessons Learned Log.

• Assisting with contract renewals and documentation.

• Supporting project intake requests with Director.

• Monitoring maintenance system request status and resolution timelines.

• Coordinating communication between stakeholders and facilities staff.

• Maintaining customer-facing resources and guidance documents.

• Supporting onboarding activities for new faculty and laboratories.

• Maintaining emergency contact lists.

• Assisting with continuity planning documentation.

• Coordinating training records.

• Assisting with the coordination of organizational calendars and project schedules.

• Providing administrative support for special initiatives and strategic projects.

• This position reports directly to the Facilities Operations Manager, SOMBS Facilities.

• This position does not supervise staff.

• Bachelor’s degree from an accredited university is necessary.

• Concentration in Project Management, Business Administration, Facilities Management, or related field preferred.

Required
:

• Three or more years of administrative, project coordination, facilities support, or operations experience.

• Listen comprehensively and learn quickly.

• Strong organizational and time-management skills.

• Strong website development and management skills.

• Advanced proficiency in Microsoft Office Suite.

• Ability to manage multiple priorities simultaneously.

• Strong written and verbal communication skills.

• Experience in maintaining databases and records systems.

• Ability to work independently and collaboratively.

Preferred:

• Experience supporting facilities, construction, engineering,…