Facilities Construction Project Coordinator Senior

Corewell Health; Grand Rapids (MI); On-site; USD 52,000 - 68,000; Full time

Job summary

Corewell Health seeks a detail-oriented Project Administrator to support the Planning, Design and Construction team in Grand Rapids. You will ensure timely processing of funding, contracts, and invoices, and manage critical compliance documents to keep projects moving forward.

You will perform daily database tasks to align eBuilder with PeopleSoft for accurate financial control, coordinate with procurement, and help produce monthly status reports and metrics for leadership.

Qualifications

• 3 years of relevant experience.
• 3–5 years in clerical/administrative work organizing projects.
• Highly organized with strong analytical skills.
• Strong interpersonal skills with executive stakeholders.
• Ability to identify and manage priorities.
• Excellent written and verbal communication.

Responsibilities

• Provides Project Administrative support to Planning, Design and Construction staff.
• Ensures timely, accurate flow of project information and documents for approvals.
• Manages funding, contracts, purchase requisitions, invoices, and compliance documents.
• Maintains integration between eBuilder eB and PeopleSoft PS for project funding control.
• Performs daily database administration and ensures system synchronization.
• Supports A/P invoice reconciliation and project closing processes.
• Prepares notices, reports, and monthly status/volume metrics.

Skills

Project coordination

Administrative experience

Organizational skills

Analytical skills

Interpersonal skills

Written & verbal communication

Job description

Job Summary

Provides Project Administrative support to the staff of the Planning, Design and Construction (PDC) Department. Ensures timely and accurate flow of construction project-related information and documents for approvals and action to keep the project moving, such as; processing funding, contracts, purchase requisitions, invoices, regulatory compliance documents; status updates and metrics. Additionally, performs daily database administration duties ensuring the Departments Project Management Control System (eBuilder eB) is properly integrated with the Companies Financial Control System (PeopleSoft PS) for financial control of the projects funding.

Essential Functions

• Reviews Project requests and completes the project creation process, ensuring correct approvals and financial information for project setup in eB. Rejects requests not meeting requirements and starts the estimating or small project PO process when project setup is complete.
• Reviews Project Funding requests for correct backup and approvals and enters as a PS funding requisition. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized. Notifies Project Manager and IT when funding is approved.
• Reviews Service contract requests for proper sourcing approach as required by our Construction Project Execution Policies. Coordinates Procurement Department’s approval for contracts requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized. Forwards approved PO’s and Contracts to Service Providers upon approval.
• Coordinates Procurement Department’s approval for equipment requiring Capital Authorization documentation. Maintains approval documentation with the requisition when inputting into PS. Ensures PS entries have proper capital accounting and eB integration codes to keep the financials system synchronized.
• Performs initial review of Construction Manager AIA Type Payment Applications to expedite PM approvals. Requests missing information prior to forwarding to PMs for approval.
• Prepares Notice of Commencements as required. Notarize and forward to the projects CM to file with the County.
• Performs A/P Invoice Reconciliation. Work with AP and Procurement when Kofax or AP creates errors on invoice matching in PS. Identify correct lines for charges to ensure we are not overbilled.
• Performs project closing review and reconciliation when projects are completed. Ensure all commitments are complete or get documentation to reduce unused portions. When complete close project in eB and forward information to Property Accounting for PS closing of the project.
• Supports Contractor badging process by showing the training video, conducting and grading the test and coordinating badging with security.
• Supports the regulatory compliance process by providing draft compliance reports one week prior to reporting dates to remind staff to complete their compliance paperwork. Pull and report all compliance metrics into BWise as required.
• Generates and distributes the Monthly Project Status Reports to Administration as required.
• Generates Monthly Project Volume and Performance Metric reports for the Department.
• Performs the following eBuilder database administrations tasks to ensure a stable and accurate system:
• Daily PS to eB integration process review; verify successfully completed, resolve rejects, work with PS and eB IT as needed.
• Daily process administration review to ensure all processes have actors and resolve where missing.
• Monthly Data scrubbing to ensure all projects have complete data prior to running monthly status reports.
• User account maintenance and training as required.
• Train new Project Coordinators to the process and procedures associated with the above activities.
• Maintains and contributes to a safe work environment.
• Uses tools and equipment appropriately.

Qualifications

Required

• 3 years of relevant experience
• Three to five years of experience performing clerical/administrative work and organizing projects and/or processes. This typically includes working with high-level client management staff members in a clerical/administrative function.
• Highly organized with strong analytical skills.
• Strong interpersonal skills with an ability to interact with executive level external and internal clients.
• Organizational skills with the ability to identify and manage priorities.
• Excellent written and verbal communication skills.

Preferred

• Detail oriented
• Experience in construction management or real estate

About Corewell Health

As a team member at Corewell Health, you will play an essential role in delivering personalized health care to our patients, members and our communities. We are committed to cultivating and investing in YOU. Our top-notch teams are comprised of collaborators, leaders and innovators that continue to build on one shared mission statement - to improve health, instill humanity and inspire hope. Join a nationally recognized health system with an ambitious vision of continued advancement and excellence.

How Corewell Health cares for you

• Comprehensive benefits package to meet your financial, health, and work/life balance goals. Learn more here.
• On-demand pay program powered by Payactiv
• Discounts directory with deals on the things that matter to you, like restaurants, phone plans, spas, and more!
• Optional identity theft protection, home and auto insurance
• Traditional and Roth retirement options with service contribution and match savings
• Eligibility for benefits is determined by employment type and status

Primary Location

SITE - Corewell Health Place - 100 Corewell Drive NW - Grand Rapids

Department Name

Plan Design Construction CHS - Corporate

Employment Type

Full time

Shift

Day (United States of America)

Weekly Scheduled Hours

40

Hours of Work

8 a.m. to 4:30 p.m.

Days Worked

Monday to Friday

Weekend Frequency

N/A

Corewell Health is committed to providing a safe environment for our team members, patients, visitors, and community. We require a drug-free workplace and require team members to comply with the MMR, Varicella, Tdap, and Influenza vaccine requirement if in an on-site or hybrid workplace category. We are committed to supporting prospective team members who require reasonable accommodations to participate in the job application process, to perform the essential functions of a job, or to enjoy equal benefits and privileges of employment due to a disability, pregnancy, or sincerely held religious belief.

Corewell Health grants equal employment opportunity to all qualified persons without regard to race, color, national origin, sex, disability, age, religion, genetic information, marital status, height, weight, gender, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other legally protected category.

An interconnected, collaborative culture where all are encouraged to bring their whole selves to work, is vital to the health of our organization. As a health system, we advocate for equity as we care for our patients, our communities, and each other. From workshops that develop cultural intelligence, to our inclusion resource groups for people to find community and empowerment at work, we are dedicated to ongoing resources that advance our values of diversity, equity, and inclusion in all that we do. We invite those that share in our commitment to join our team.

You may request assistance in completing the application process by calling 616.486.7447.