Facilities Project Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 70,000 - 90,000; Full time

Job summary

Vanderbilt University in Nashville seeks a Facilities Project Coordinator to support space management, facilities operations, renovation projects, capital planning, asset management, and financial tracking within the SOMBS. The role coordinates documentation, communications, procurement, and reporting to improve operational efficiency.

A strong organizer with attention to detail will manage project files, dashboards, vendor documents, and coordination across stakeholders, ensuring consistent

Qualifications

• Three or more years of administrative, project coordination, facilities support, or operations experience.
• Listen comprehensively and learn quickly.
• Strong organizational and time-management skills.
• Strong website development and management skills.
• Advanced proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Experience in maintaining databases and records systems.
• Ability to work independently and collaboratively.

Responsibilities

• Coordinate project schedules and milestone tracking.
• Prepare project status reports and meeting summaries.
• Track project documentation and approvals.
• Maintain project files and electronic records.
• Assist with organizing project closeout documentation.
• Document vendor quotations via RFQ SOP.
• Prepare purchase requisitions.
• Track project expenditures.
• Assist with invoice processing and reconciliation.
• Maintain project budget documentation.
• Support annual budget development activities.
• Coordinate procurement documentation and approvals.
• Maintain project tracking tool.
• Update facilities dashboards and reports.
• Support annual space surveys and capital asset inventories.
• Maintain facilities metrics and OKRs progress.
• Maintain SOPs.
• Document workflows and business processes.
• Coordinate process improvement initiatives.
• Manage Facilities document repository – SharePoint and DOBS drive.
• Maintain Facilities website with Director.
• Maintain vendor databases.
• Track move and equipment insurance certificates and compliance documentation.
• Coordinate contractor access requests.
• Scheduling vendor meetings and site visits.
• Maintaining vendor performance records and Lessons Learned Log.
• Assisting with contract renewals and documentation.
• Serving as a central point of contact for facilities-related requests.
• Supporting project intake requests with Director.
• Monitoring maintenance system request status and resolution timelines.
• Coordinating communication between stakeholders and facilities staff.
• Maintaining customer-facing resources and guidance documents.
• Supporting onboarding activities for new faculty and laboratories.
• Maintaining emergency contact lists.
• Assisting with continuity planning documentation.
• Coordinating training records.
• Coordinating organizational calendars and project schedules.
• Providing administrative support for special initiatives and strategic projects.

Skills

Administrative experience

Project coordination

Facilities support

Operations experience

Microsoft Office

Time management

Communication skills

Database management

Education

Bachelor’s degree

Project Management concentration

Facilities Management concentration

Tools

Oracle

ERP systems

Bluebeam

Vanderbilt systems

Job description

Position Summary

The Facilities Project Coordinator provides operational, administrative, and project support for the Facilities office within the School of Medicine Basic Sciences (SOMBS). This position serves as a central coordination resource supporting space management, facilities operations, renovation projects, capital planning activities, asset management initiatives, financial tracking, vendor administration, and customer service functions.

The Facilities Project Coordinator is responsible for maintaining project documentation, coordinating project communications, supporting procurement and financial processes, administering facilities databases, and ensuring consistency across office procedures and reporting. The position serves as a critical organizational resource that enhances operational efficiency, supports business continuity, and enables leadership to focus on strategic initiatives and construction and facilities operation.

The ideal candidate possesses exceptional organizational skills, strong attention to detail, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced academic and research environment.

Key Functions and Expected Performance

• Project Administration and Coordination

Support Facilities Projects From Initiation Through Closeout By

• Coordinating project schedules and milestone tracking.
• Preparing project status reports and meeting summaries with Project Managers.
• Tracking project documentation and approvals.
• Maintaining project files and electronic records.
• Assisting with organizing project closeout documentation.

Financial and Procurement Support

• Documenting vendor quotations via
• Request for quote standard operating procedure.
• Preparing purchase requisitions.
• Tracking project expenditures.
• Assisting with invoice processing and reconciliation.
• Maintaining project budget documentation.
• Supporting annual budget development activities.
• Coordinating procurement documentation and approvals.

Data Management and Reporting

• Maintaining project tracking tool.
• Updating facilities dashboards and reports.
• Supporting annual space surveys and capital asset inventories.
• Maintaining facilities metrics and Objectives and Key Results progress.

Documentation and Process Improvement

• Maintaining Standard Operating Procedures (SOPs).
• Documenting workflows and business processes.
• Coordinating process improvement initiatives, i.e. testing standard operating procedures prior to release.
• Managing the Facilities document repository – SharePoint and DOBS drive.
• Maintaining Facilities website with Director

Vendor and Contract Administration

• Maintaining vendor databases.
• Tracking move and equipment insurance certificates and compliance documentation.
• Coordinating contractor access requests.
• Scheduling vendor meetings and site visits.
• Maintaining vendor performance records and Lessons Learned Log.
• Assisting with contract renewals and documentation.

Facilities, Customer Service and Communications

• Serving as a central point of contact for facilities-related requests by:
• Supporting project intake requests with Director.
• Monitoring maintenance system request status and resolution timelines.
• Coordinating communication between stakeholders and facilities staff.
• Maintaining customer-facing resources and guidance documents.
• Supporting onboarding activities for new faculty and laboratories.

Business Continuity and Administrative Support

• Maintaining emergency contact lists.
• Assisting with continuity planning documentation.
• Coordinating training records.
• Assisting with the coordination of organizational calendars and project schedules.
• Providing administrative support for special initiatives and strategic projects.

Supervisory Relationships

• This position reports directly to the Facilities Operations Manager, SOMBS Facilities.
• This position does not supervise staff.

Education and Certifications

• Bachelor’s degree from an accredited university is necessary.
• Concentration in Project Management, Business Administration, Facilities Management, or related field preferred.

Required

• Three or more years of administrative, project coordination, facilities support, or operations experience.
• Listen comprehensively and learn quickly.
• Strong organizational and time-management skills.
• Strong website development and management skills.
• Advanced proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Experience in maintaining databases and records systems.
• Ability to work independently and collaboratively.

Preferred

• Experience supporting facilities, construction, engineering, healthcare, research, or higher education operations.
• Experience with Oracle, Vanderbilt systems, or enterprise resource planning systems.
• Experience with project management software, Bluebeam and reporting tools.
• Experience developing reports and dashboards.
• Familiarity with procurement and financial processes.
• Experience documenting business processes and SOPs.

Strategic Value of the Position

The Facilities Project Coordinator serves as the operational backbone of the Facilitates office by providing project support, customer service coordination, financial administration, documentation management, and organizational continuity support. This role improves efficiency, strengthens institutional knowledge retention, enhances reporting capabilities, and allows technical, project management staff and leadership to focus on strategic and operational responsibilities.