Facilities Projects Coordinator: Operational Backbone

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

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