Construction & Facilities Operations Coordinator – Fort Worth - River Run

TotalCare; Fort Worth (TX); On-site; USD 52,000 - 66,000; Full time

Job summary

TotalCare is seeking a diligent Construction & Facilities Operations Coordinator to provide comprehensive administrative support to the Director of Construction Operations and Construction Project Manager. You will manage project documentation, scheduling, and communications from initiation through completion and handoff.

In this role you will coordinate meetings, track RFIs and submittals, support maintenance across a multi-site portfolio, and ensure records remain accurate, secure, and

Qualifications

• Proficient in Microsoft Office Suite or Google Workspace and Adobe Acrobat.
• Experience with construction CMS platforms or project management software (Asana, Procore) preferred.
• Autodesk Construction Cloud or other Autodesk products preferred.
• Excellent verbal and written communication skills.
• Outstanding organizational, planning, and time management skills; ability to prioritize competing responsibilities.
• Strong attention to detail and meticulous approach to project oversight.
• Strong problem-solving abilities and proactive issue identification and resolution.
• Self-motivation and initiative; ability to work independently with minimal supervision.

Responsibilities

• Provide administrative support to the Director of Construction Operations and Construction Project Manager.
• Assist with preparing proposals, contracts, design agreements, and project documentation.
• Process purchase orders and invoices; assist with project billing and budget documentation.
• Organize architectural drawings, specifications, and plan sets with document control systems and maintain version control.
• Coordinate and schedule project meetings, design reviews, and job site meetings; prepare agendas and document actions.

Skills

Microsoft Office

Google Workspace

Adobe Acrobat

Project coordination

Communication

Organizational skills

Time management

Attention to detail

Problem solving

Independent work

PHI confidentiality

HIPAA awareness

Tools

Asana

Procore

Autodesk Construction Cloud

Job description

The Construction & Facilities Operations Coordinator provides comprehensive administrative support to the Director of Construction Operations and Construction Project Manager, supporting new construction and renovation projects as well as the ongoing maintenance and operation of existing TotalCare facilities. The Coordinator manages project documentation, communication, scheduling, and administrative functions from project initiation through completion and operations handoff.

TotalCare is a leading healthcare provider dedicated to delivering exceptional patient care across our Freestanding Emergency Rooms, Family Practice Clinics, and Behavioral Health Centers. We pride ourselves on teamwork, integrity, and innovation, ensuring our employees feel supported and valued every day.

Responsibilities

• Construction Administration: Provide comprehensive administrative support to the Director of Construction Operations and Construction Project Manager;
• Construction Administration: Assist with preparing proposals, contracts, design agreements, and project documentation;
• Construction Administration: Process purchase orders, ensuring proper authorization and vendor management;
• Construction Administration: Process invoices, payment applications, and assist with project billing and budget documentation;
• Construction Administration: Organize and manage architectural drawings, specifications, and plan sets using document control systems; maintain version control;
• Project Coordination: Coordinate and schedule project meetings, design reviews, and job site meetings; prepare agendas and document action items;
• Project Coordination: Manage project calendars, scheduling, and stakeholder communications;
• Project Coordination: Manage departmental email correspondence and telephone communications; respond to inquiries in a timely manner;
• Project Coordination: Organize and track construction documentation, including RFIs, change orders, pay applications, and submittals;
• Facilities Operations: Assist in coordinating maintenance and repair requests for existing TotalCare facilities across the multi-site portfolio;
• Facilities Operations: Schedule and communicate with vendors and service providers performing facility maintenance, repair, and preventive maintenance work;
• Facilities Operations: Maintain and monitor a Computerized Maintenance Management System (CMMS), ensuring work orders are properly logged, tracked, and documented;
• Facilities Operations: Track work orders, repair status, and completion timelines to ensure timely resolution of facility issues;
• Facilities Operations: Maintain organized records for facility repairs, maintenance contracts, warranties, renewal dates, and service documentation;
• Facilities Operations: Support facility improvement and renovation projects by coordinating documentation, scheduling, and vendor communication;
• Operational Support: Maintain document control using TotalCare standards and systems; ensure project records remain accurate, current, and accessible;
• Operational Support: Assist with organizing and improving departmental processes and workflows;
• Operational Support: Communicate professionally with both internal and external stakeholders;
• Operational Support: Support additional construction and facilities projects and initiatives as assigned;
• Attend routine training classes, company-wide meetings, departmental/location-specific staff meetings, as well as one on one meetings with direct supervisor; Reports to work as scheduled; completes work within designated time; Represents the organization in a positive and professional manner in the community; Complies with all organizational policies regarding ethical business practices; Communicates and embodies the mission, ethics and goals of the company; Maintains employee and patient confidentiality at all times; Performs other duties as assigned or requested by supervisor or members of the Executive Team;

Requirements

• Technological proficiency in Microsoft Office Suite or Google Workspace and Adobe Acrobat;
• Experience with construction CMS platforms or project management software (Asana, Procore) preferred;
• Autodesk Construction Cloud or other Autodesk products preferred;
• Excellent verbal and written communication skills;
• Outstanding organizational, planning, and time management skills; ability to prioritize competing responsibilities and manage deadlines and rapid priority changes;
• Strong attention to detail and meticulous approach to project oversight;
• Strong problem-solving abilities and proactive issue identification and resolution;
• Self-motivation and initiative; ability to work independently with minimal supervision;
• Familiarity with construction terminology, permitting, project documentation, and subcontractor coordination preferred;
• Ability to maintain a high level of strict confidentiality and discretion pertaining to classified business and financial information; routine duties may involve a moderate level of exposure to Protected Health Information (PHI), and strict adherence to HIPAA regulations is required;
• Ability to read, write and speak English to converse with vendors, colleagues and patients; additional languages are an advantage, but not required;
• Positive, team-oriented attitude and collaborative approach;
• Excellent customer service skills and professional communication with employees, patients, vendors, contractors, and stakeholders;
• Basic knowledge of OSHA standards and construction safety protocols;
• Standard computer usage such as email and internet browser, as well as usage of associated office equipment such as printer/scanner/fax and multi-line phones;
• Maintains professionalism in demeanor, attitude and appearance; adheres to dress code policy