Construction Project Coordinator

Hawai'i Association Of Independent Schools; East Honolulu (HI); On-site; USD 50,000 - 70,000; Full time

Job summary

Mid-Pacific Institute seeks a Project Coordinator to provide administrative and coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning.

You will help track budgets, schedules, and project documentation across campus planning initiatives, ensuring timely follow-up and accurate records for capital renewal and sustainability projects.

Qualifications

• Degree in Business Administration, Project Management, Engineering, or related field.
• 1–3 years of project coordination, administration, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Experience with project management tools such as Microsoft Project preferred.

Responsibilities

• Provide administrative and project coordination support to the Senior Project Manager of Campus Planning and Senior Director of Facilities & Campus Planning.
• Assist with planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities-related project activities.
• Maintain project schedules, timelines, milestone trackers, task lists, and follow-up items under the direction of the Senior Project Manager.
• Coordinate project meetings, prepare agendas, compile materials, record meeting minutes, and track action items through completion.
• Support preparation of project updates, reports, presentations, and Building Committee or leadership meeting materials as requested.

Skills

Organizational skills

Time management

Written and verbal communication

Multitasking

Education

Bachelors degree

Tools

Microsoft Office Suite

Microsoft Project

Job description

The Project Coordinator provides administrative, documentation, scheduling, budget-tracking, and project coordination support to the Senior Project Manager of Campus Planning and the Senior Director of Facilities & Campus Planning. This role assists with maintaining accurate project records, coordinating meetings and communications, tracking schedules and budgets, updating capital planning systems, and supporting timely follow-up with internal stakeholders, consultants, vendors, and contractors. The position helps ensure that campus planning and facilities projects are organized, documented, and communicated effectively in support of Mid-Pacific’s capital planning, deferred maintenance, sustainability, and campus improvement priorities.

KEY RESPONSIBILITIES

Project Coordination and Administrative Support

• Provide administrative and project coordination support to the Senior Project Manager of Campus Planning and Senior Director of Facilities & Campus Planning.
• Assist with planning, coordinating, and tracking campus planning, capital renewal, deferred maintenance, and facilities-related project activities.
• Maintain project schedules, timelines, milestone trackers, task lists, and follow-up items under the direction of the Senior Project Manager.
• Coordinate project meetings, prepare agendas, compile materials, record meeting minutes, and track action items through completion.
• Support preparation of project updates, reports, presentations, and Building Committee or leadership meeting materials as requested.

Documentation, Records, and Systems

• Maintain accurate and organized project documentation, including contracts, permits, drawings, plan addenda, Requests for Information, invoices, pay applications, warranties, closeout materials, and progress reports.
• Track and update campus project information in capital planning and facilities systems, including Gordian VFA and other project tracking tools.
• Assist with maintaining archives of design, construction, facility use, compliance, and project records to support reporting, planning, and future reference.
• Ensure project files are complete, current, and accessible to the Senior Project Manager and Senior Director.

Budget, Procurement, and Vendor Support

• Track project budgets, expenses, invoices, purchase orders, pay applications, and resource allocation under the direction of the Senior Project Manager.
• Assist with procurement and bid-related administrative tasks, including gathering documentation, organizing vendor information, and tracking proposal or contract status.
• Support communication and follow-up with consultants, contractors, suppliers, and internal departments regarding project documentation, scheduling, invoices, and deliverables.
• Assist with preparation and tracking of annual facilities budget information and special project budget materials, as assigned.

Communication and Issue Escalation

• Serve as a coordination point for routine project communications among internal teams, consultants, vendors, contractors, and other stakeholders.
• Monitor project tasks, deadlines, documentation gaps, and pending items, and provide regular status updates to the Senior Project Manager.
• Identify potential risks, delays, missing documentation, budget concerns, or stakeholder issues and escalate them promptly to the Senior Project Manager and/or Senior Director of Facilities and Campus Planning.
• Support compliance with organizational policies, project requirements, safety expectations, and applicable documentation procedures.

Other Duties

• Provide logistical and administrative support for campus planning, capital projects, deferred maintenance planning, sustainability initiatives, and facilities-related priorities.
• Regular and predictable attendance at work.
• Perform other duties and projects as assigned by the Senior Project Manager of Campus Planning or Senior Director of Facilities & Campus Planning.

QUALIFICATIONS and/or EXPERIENCE

• Degree in Business Administration, Project Management, Engineering, or a related field is required.
• Minimum of 1–3 years of project coordination, administration, or related experience.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) is required.
• Ability to manage multiple tasks and meet deadlines.
• Experience with project management tools such as Microsoft Project is preferred.

Education:

4 Year Degree

Non-discriminatory Statement:

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mid-Pacific Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, marital status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.