Position Summary
The Facilities Project Coordinator provides administrative, financial, systems, and documentation support to Facilities Program Managers across multiple capital and operational projects. This role maintains accurate project information, coordinates routine workflows, tracks commitments and deliverables, and helps ensure stakeholders receive timely, reliable updates. The coordinator enables Program Managers to focus on project leadership, decision-making, risk management, and stakeholder alignment while supporting consistent project governance from initiation through closeout.
Key Responsibilities
Financial, Purchase Order, and Invoice Support
- Maintain project budget trackers, commitments, actual costs, forecasts, accruals, and remaining balances.
- Support purchase requisition and purchase order creation, routing, tracking, amendments, and closeout.
- Coordinate with Program Managers, Finance, Sourcing, Accounts Payable, and suppliers to resolve purchase order and invoice issues.
- Receive and validate invoices and payment applications.
- Reconcile purchase orders, invoices, approved change orders, and project cost records; identify discrepancies for Program Manager review.
- Track vendor onboarding, payment status, funding deadlines, and financial closeout activities.
Project Administration and Controls
- Maintain project contact lists, calendars, distribution lists, team rosters, templates, correspondence, and document repositories.
- Maintain action, decision, issue, risk, change, procurement, invoice, milestone, and closeout logs.
- Track owners, due dates, approvals, dependencies, and required follow-ups; escalate overdue or incomplete items.
- Support project initiation and governance activities, including setup checklists, approvals, stage-gate materials, and required records.
- Coordinate project communications, routine requests for information, and follow-up with internal stakeholders, consultants, contractors, and suppliers.
Meeting Coordination and Communications
- Schedule and coordinate project meetings, design reviews, stakeholder sessions, project controls reviews, and closeout meetings.
- Prepare and distribute agendas, pre-read materials, meeting minutes, decisions, and action-item summaries.
- Document action owners and due dates and follow through until completion or escalation.
- Maintain an accessible record of key decisions, commitments, and project communications.
Reporting and Project Management Systems
- Gather status inputs from Program Managers, project team members, contractors, consultants, and suppliers.
- Compile weekly and monthly status reports, dashboards, leadership slides, progress photos, milestone updates, risks, issues, decisions, and upcoming activities.
- Enter and maintain accurate scope, schedule, budget, forecast, status, risk, and milestone information in Planisware.
- Perform routine data-quality checks and follow up on missing, inconsistent, or overdue information.
- Support portfolio reporting by consolidating information across multiple projects and identifying items requiring Program Manager attention.
Procore Administration and Document Control
- Support Procore project setup, user access, permissions, folder structures, templates, workflows, and distribution groups.
- Upload, organize, route, and track drawings, specifications, requests for information, submittals, meeting records, photos, reports, observations, punch-list items, and closeout documents.
- Monitor open, overdue, missing, or incomplete items and provide routine status updates.
- Apply project document naming, version-control, filing, retention, and reporting standards.
- Support team members and external partners with basic system navigation and process questions.
Schedule, Procurement, and Delivery Coordination
- Track key project milestones, near-term activities, deliverables, and dependencies against approved schedules.
- Coordinate proposal requests, bid documentation, supplier information, approvals, and procurement status as directed.
- Maintain logs for long-lead items, owner-furnished equipment, deliveries, access requirements, shutdowns, and stakeholder notices when applicable.
- Identify potential administrative or information gaps that could affect cost, schedule, scope, quality, or stakeholder commitments and escalate them promptly.
Project Closeout and Turnover
- Maintain closeout checklists and coordinate collection, review, organization, and final filing of required documentation.
- Track as-built drawings, operations and maintenance manuals, warranties, test and inspection records, commissioning documents, training records, asset information, punch-list completion, and turnover packages.
- Coordinate owner training sessions, turnover reviews, financial closeout, and archive requirements.
- Escalate missing or overdue closeout deliverables and support final project record completion.
Required Qualifications
- Associate degree or equivalent combination of education and relevant experience in business administration, finance, construction, facilities, project management, or a related field.
- Experience providing project, financial, procurement, or administrative coordination support in a multi-project environment.
- Proficiency with Microsoft Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.
- Demonstrated ability to organize detailed information, manage competing priorities, meet deadlines, and follow through on commitments.
- Strong written and verbal communication skills with the ability to prepare clear, accurate minutes, reports, and correspondence.
- High attention to detail and commitment to data accuracy, document control, confidentiality, and process compliance.
- Ability to collaborate effectively with Program Managers, Finance, Sourcing, suppliers, contractors, consultants, and cross-functional stakeholders.
Preferred Qualifications
- Bachelor's degree in business, finance, construction management, facilities management, project management, or a related field.
- Experience supporting facilities, engineering, construction, capital, manufacturing, laboratory, or corporate real estate projects.
- Experience with Procore and a project or portfolio management platform such as Planisware.
- Experience with enterprise purchasing and financial systems, purchase requisitions, purchase orders, invoice processing, accruals, and cost reconciliation.
- Working knowledge of project schedules, change management, requests for information, submittals, commissioning, turnover, and closeout documentation.
- CAPM, PMP coursework, Procore certification, or comparable project coordination training.
Core Competencies
- Organization and follow-through
- Financial and data accuracy
- Prioritization and time management
- Clear written communication
- Collaboration and service orientation
- Problem identification and escalation
- Process discipline and continuous improvement
- Ability to work effectively across multiple projects and stakeholders