Facilities Operations Project Coordinator

Position Details

Position Information

Position Title Facilities Operations Project Coordinator Location Appleton Department Facility Services Office Position Type Staff Position Description & Qualifications

Reports To: Assistant VP of Facilities Operations

Department: Facilities Operations

Primary Objective:

The Facilities Operations Project Coordinator provides essential leadership and coordination in the planning, execution, and administration of capital renewal, construction, and renovation projects. Supporting the Facilities Services Team, this role helps manage a facilities portfolio of more than 60 buildings and extensive grounds in Appleton and Door County, WI. Projects span a wide range of complexity, from residence halls housing hundreds of students and specialized academic facilities to athletic venues, neighborhood properties, and critical infrastructure systems.

As part of Lawrence University - a residential liberal arts college serving approximately 1,500 students - this position ensures that construction and renewal efforts address deferred maintenance while advancing strategic improvements to enhance the campus environment. Responsibilities include project documentation and compliance, financial tracking and budget oversight, vendor and contractor coordination, and clear communication with internal and external stakeholders. By delivering projects on time, within budget, and aligned with institutional priorities, the Facilities Operations Project Coordinator plays a critical role in sustaining and improving the University's physical assets in support of its mission.

Job Responsibilities:

Project Coordination & Communication

• Support construction and renovation projects by tracking schedules, monitoring progress, organizing meetings, and ensuring effective communication among contractors, consultants, municipal and state agencies, insurers, and University stakeholders.
• Serve as a primary liaison for campus stakeholders impacted by projects, ensuring clear communication and minimal disruption.
• Attend and participate in planning and OAC meetings, representing the Assistant VP as needed.

Financial & Risk Management

• Oversee project financials, including budget tracking, expenditure monitoring, and invoice coding, while coordinating with the Financial Services office to ensure accurate and timely reporting.
• Assist with risk management by reviewing contract documents, verifying compliance with insurance and liability requirements, and maintaining current Certificates of Insurance for contractors, subcontractors, and consultants.

Documentation & Records Management

• Manage project documentation throughout the lifecycle-from design through completion-ensuring records are accurate, up to date, and accessible to stakeholders.

Administrative & Operational Support

• Serve as the primary point of contact for the Facilities Director, coordinating and streamlining communications with trades staff, maintenance teams, vendors and contractors.
• Coordinate campus-wide communications related to facilities projects, events and operational impacts.
• Coordinate campus office relocations and oversee office furniture provision and installation.

Team & Institutional Engagement

• Contribute actively to a collaborative team environment by demonstrating initiative, flexibility, and creativity to enhance departmental success.
• Uphold Lawrence University's core values by fostering community, supporting individuals, stewarding facilities and resources, promoting teamwork and collaboration, and cultivating an inclusive and welcoming environment.

Knowledge and Skills Required:

We are seeking a motivated professional who thrives in a dynamic, team-oriented environment and is eager to make an impact on Lawrence University's campus community. The ideal candidate brings:

• Strong verbal and written communication skills to engage effectively with contractors, campus partners, and colleagues.
• Solid numeracy and financial literacy to support accurate budgeting and project tracking.
• Outstanding organizational and time management abilities, with a keen eye for detail.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint) and an aptitude for learning new systems and tools.
• A proactive, resourceful, and solutions-driven mindset with the confidence to take initiative and the flexibility to adapt to changing priorities.

Education and Work Experience:

At Lawrence, we value capability and drive above all else. A high school diploma or equivalent is preferred, but not required. Relevant experience in facilities, construction, or project coordination is a plus, but we welcome applicants who are eager to learn, grow, and contribute to our mission of supporting a vibrant residential campus.

Posting Detail Information

Posting Number S610P Number of Vacancies 1 Posting Date Best Consideration Date Close Date Open Until Filled Special Instructions Summary Anticipated Number of Hours per Week 40

Supplemental Questions

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• • How did you hear about this employment opportunity?

• Public Job Posting

• Internal Job Posting

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• Personal Referral

• Website

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• If other, please specify

(Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume

Optional Documents

• Cover Letter