Facilities Project Specialist — Hybrid

Stanford University; Palo Alto (CA); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Stanford University’s School of Engineering is seeking a Project Support Specialist to provide operational support to ten departments. You will manage work orders, contracts and purchase orders, and budgets for assigned projects from initiation through completion with limited guidance.

The hybrid role requires a minimum of 4 days/week on campus at the Stanford main campus and emphasizes customer service, procurement, and schedule coordination.

Responsibilities

• Manage the Contract Lifecycle using the established Stanford procedures, including submitting and tracking contracts, change orders, purchase orders, funding and approval process via Form 1s, bond waivers on projects, closeout documents, lien releases, permit cards, and record drawings and documents.
• Track project finances and maintain the cashflow spreadsheet that tracks the progress of budgets and funding for capital projects, faculty lab renovations, and other key SoE projects.
• Provide accurate and timely processing of financial transactions and complete Stanford work orders necessary for project support.
• Serve as the furniture expert. Work with established vendors, or find acceptable alternatives, to order furniture for new projects, including laboratories, offices, conference/conversation rooms, and collaboration areas. Develop a standard “kit of parts” to maintain continuity for the building’s appearance and functionality. Assist customers with warranty service for their existing furniture which may have broken or failed while under warranty or assist with the ordering of replacements if the piece(s) are out of warranty.
• Coordinate and monitor routine maintenance services completion, office moves and/or minor renovation projects. Provide quality control for delivery, assembly, and installation into Stanford spaces. Learn a graphics program (Sketch-up, Bluebeam, Visio) to be able to complete simple office layouts eliminating the expense and delay of using a vendor for this service.

Job description

Stanford University’s School of Engineering is seeking a Project Support Specialist to provide operational support to ten departments. You will manage work orders, contracts and purchase orders, and budgets for assigned projects from initiation through completion with limited guidance.

The hybrid role requires a minimum of 4 days/week on campus at the Stanford main campus and emphasizes customer service, procurement, and schedule coordination.