Project Coordinator

Talentify; Fairfax (VA); On-site; USD 60,000 - 81,000; Full time

Job summary

Complete Building Services (CBS) is seeking a highly organized Project Coordinator to support facility projects at an Inova clinic. The role ensures projects run on time, within budget, and in compliance with healthcare regulations.

The candidate thrives in a fast-paced healthcare environment, coordinating between administration, clinical departments, vendors, and external agencies. Salary is $70,000 with standard benefits and a Monday–Friday schedule.

Qualifications

• Minimum of 2 years of project coordination or administrative experience.
• Experience in healthcare facilities or regulated environments preferred.
• Proficiency with MS Office including Excel, Word, Outlook, and PowerPoint.
• Experience with project management software such as MS Project, Smartsheet, or Procore.
• Strong organizational and communication skills.

Responsibilities

• Coordinate timelines for clinical projects and facility upgrades, aligning with staff availability and regulatory deadlines.
• Serve as liaison between administration, clinical departments, vendors, and external agencies.
• Maintain records for HIPAA, OSHA, CMS, and Joint Commission; prepare compliance materials.
• Monitor budgets and track invoices for equipment and contractors.
• Identify risks in healthcare settings and escalate promptly for patient safety.
• Organize meetings with leadership and vendors; track action items for accreditation prep.
• Ensure life safety and infection control standards; coordinate inspections and corrective actions.
• Manage credentialing, scheduling for contractors, permits for renovations in occupied facilities.

Skills

Multitasking

Attention to detail

Organization

Time management

Written and verbal communication

Independent work

Education

Associate's degree in Business Administration or related field

Tools

Microsoft Office Suite

Microsoft Project

Smartsheet

Procore

Job description

Overview

At Complete Building Services (CBS), our people are the foundation of everything we do. As a leading provider of building operations and maintenance services for commercial and government facilities, we are committed to attracting, developing, and retaining exceptional talent. CBS is the largest division of The Donohoe Companies, Inc.—Washington, DC's longest-established real estate company—offering employees the stability of a respected organization with opportunities for professional growth and advancement. We foster a collaborative, supportive workplace where employees are valued, empowered, and recognized for their contributions. Our commitment to creating an outstanding employee experience has earned CBS recognition by the Washington Business Journal as one of the Best Places to Work for multiple years.

Pay, Perks, & Such

We offer a full slate of benefits, including competitive salaries, medical, dental, vision, life and disability coverages, FSA, flexible vacation, commuter benefits, and 401k plan with a match. And... we offer some not so standard, extra great benefits, including tuition reimbursement for education/certifications, employee discounts programs (including hotels and our vendor's products), an Employee Assistance Program that offers a wide array of consultative/actionable services. We value diversity and believe in forming teams in which everyone can be their authentic self is the key to our success. Come join us and find out what the best work of your career could look like for you.

Responsibilities

Complete Building Services (CBS) is seeking a highly organized and detail-oriented Project Coordinator to support facility projects at an Inova clinic. This position plays a key role in coordinating project activities, maintaining schedules, facilitating communication among stakeholders, and ensuring projects are completed efficiently, on time, and in compliance with organizational and regulatory requirements. The ideal candidate is a proactive problem solver with excellent organizational, communication, and multitasking skills who thrives in a fast-paced healthcare environment.

Hours: Monday-Friday

Salary: $70,000.00

Essential Duties and Responsibilities

• Planning & scheduling: Coordinate timelines for clinical projects, facility upgrades, equipment installations, or program rollouts; align schedules with clinical staff availability, patient care needs, and regulatory deadlines (e.g., Joint Commission survey windows).
• Communication & liaison: Serve as point of contact between administration, clinical departments, physicians, vendors, and external agencies (e.g., state health departments, accrediting bodies); relay updates on project status affecting patient care areas.
• Documentation & compliance tracking: Maintain records tied to regulatory requirements - HIPAA, OSHA, CMS, Joint Commission standards; prepare and file compliance documentation, policies, and audit materials; track certifications and training completions for staff.
• Budget & resource tracking: Monitor project budgets against capital equipment purchases, construction costs, or staffing needs; track invoices and purchase orders for medical equipment or facility contractors.
• Risk & issue management: Identify risks specific to healthcare settings - infection control during construction, equipment downtime affecting patient services, staffing gaps; elevate promptly given patient safety implications.
• Meeting coordination: Organize meetings with clinical leadership, department heads, quality/safety committees, and vendors; prepare agendas and track action items, especially around accreditation or survey prep.
• Quality & regulatory compliance monitoring: Ensure projects meet healthcare-specific standards (life safety codes, infection control requirements, CMS conditions of participation); coordinate inspections and corrective action plans.
• Administrative support: Manage credentialing paperwork, scheduling for contractors working in clinical areas, permits for construction/renovation in occupied healthcare facilities, and coordination with facilities/biomed teams.

Qualifications

• Ability to prioritize multiple projects while meeting deadlines
• Strong attention to detail and commitment to accuracy
• AbAssociate's degree in Business Administration, Construction Management, Engineering, Facilities Management, or a related field; bachelor's degree preferred.
• Minimum of 2 years of project coordination or administrative experience supporting construction, facilities, engineering, or healthcare projects.
• Experience working in healthcare facilities or regulated environments is preferred.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience with project management software such as Microsoft Project, Smartsheet, Procore, or similar platforms is preferred.
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• Ability to work independently while collaborating effectively with multidisciplinary teams

EOE, including disability/veterans