Project Coordinator

Complete Building Services; Fairfax (VA); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Tuition reimbursement

401k with match

Flexible vacation

Employee discounts

Job summary

Complete Building Services is seeking a Project Coordinator to support facility projects at an Inova clinic. The role manages project timelines, regulatory compliance, and communication among clinical and administrative teams.

The ideal candidate will have 2+ years in project coordination within healthcare or regulated environments, strong organization, and proficiency with MS Office and project management tools. Monday–Friday, on-site role with comprehensive benefits.

Qualifications

• Associate's degree in Business Administration, Construction Management, Engineering, Facilities Management, or related field; bachelor's preferred.
• Minimum 2 years of project coordination or administrative experience in construction, facilities, engineering, or healthcare.
• Healthcare facilities or regulated environments experience preferred.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with project management software (MS Project, Smartsheet, Procore) preferred.

Responsibilities

• Plan and schedule clinical projects, facility upgrades, and equipment installations with clinical staff and regulatory deadlines.
• Serve as liaison between administration, departments, physicians, vendors, and external agencies.
• Maintain documentation for HIPAA, OSHA, CMS, Joint Commission; track training and certifications.
• Monitor budgets and invoices for equipment and facilities projects.
• Identify healthcare-specific risks and escalate for patient safety.
• Coordinate meetings with leadership, quality committees, and vendors; track action items.
• Ensure life safety, infection control, and CMS standards; coordinate inspections and corrective actions.
• Provide administrative support for contractor credentialing, permits, and coordination with facilities/biomed.

Skills

Prioritization

Attention to detail

MS Office

PM software

Education

Associate's degree (required)

Bachelor's degree preferred

Tools

Microsoft Project

Smartsheet

Procore

Job description

About the Role

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, staffinggaps; 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.

You Should Have

• 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

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.