Project Coordinator – Construction and Facilities

Archdiocese of San Antonio; San Antonio (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Archdiocese of San Antonio is seeking a Project Coordinator for Construction and Facilities to support the Director with planning, document management, and vendor coordination. The role includes maintaining filing systems, tracking action items, and handling correspondence and reports.

The ideal candidate has an associate degree or equivalent experience, at least four years in administration, and strong Microsoft Office and project coordination skills.

Qualifications

• Associate's degree or relevant experience required.
• Minimum four years in an administrative role; project coordination preferred.
• Reliable transportation, valid driver's license, and valid vehicle insurance.

Responsibilities

• Create work plans with the Director of Construction & Facilities and manage deliverables.
• Set up and maintain project folders and cloud filing systems (SharePoint).
• Support recordkeeping, reporting, and organization of documents and spreadsheets.
• Maintain project pay applications and facilities invoices; assist with monthly invoices.
• Coordinate communications with parishes, project consultants, and stakeholders.

Skills

Microsoft Office

Strong organizational skills

Time management

Coordination and communication skills

Interpersonal skills

Problem-solving

Attention to detail

Teamwork

Education

Associate's degree or additional relevant experience

Tools

SharePoint

Project management software

MS Project

Job description

Full-time Description

Reports to Director for Construction & Facilities

Location: Pastoral Ministry Center

Work Schedule: 8:30am-5:00pm Monday – Friday, after hours, weekends and evenings as needed.

Position type: Full-time

FLSA Status: Non-Exempt

Summary

The Project Coordinator for Construction and Facilities must be a highly organized professional with experience in operations and process coordination. Responsibilities include tracking action items, coordinating construction and maintenance tasks, assisting with property and construction-related follow-ups, and helping manage parish, vendor, and office communications. Additionally, the coordinator will type correspondence, requests, reports and other necessary documentation. This position works in direct support of the Director for Construction & Facilities or designated representative.

Position Responsibilities

• Work with Director of Construction and Facilities to create work plans, manage documents, and manage deliverables.
• Set up and maintain project folders & cloud filing system (SharePoint, project management software, database, etc.).
• Support recordkeeping, reporting, and organization of operational documents and spreadsheets.
• Maintain and update project pay applications and facilities invoices.
• Assist with monthly invoice for construction and facilities projects.
• Assist with management and internal communication of parishes, project consultants, and other stakeholders.
• Track action items and follow up on active projects using spreadsheets, project management software and other project tools.
• Ensures projects run smoothly by overseeing a workflow, scheduling assignments, evaluating the course of the project and reporting its status to the management and stakeholders.
• Work with Construction and Facilities team and customers on concerns with projects.
• Assists with the closeout and O&M packages as projects are completed.
• Serve as a point of contact for select vendors and facility maintenance issues, including logging of maintenance issues.
• Coordinates and organizes project activities as assigned.
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral Policy is mandatory.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Performs other duties as assigned.
• Essential Functions - ADA

Minimum Qualifications

• Education
  • Associate's degree or additional relevant experience
• Experience
  • Minimum of four (4) years in an administrative role
  • Experience in project coordination preferred
• License and Credentials
  • Reliable transportation
  • Valid driver license
  • Valid Vehicle Insurance

Preferred Qualifications

• Experience with project management and/ or maintenance software.
• Experience in day-to-day maintenance and/ or construction operations.
• Ability to learn to read construction drawings and documents.
• Experience with project management software.
• Experience in working independently and as part of a construction management team.
• Experience with document control.

Minimum Knowledge And Skills

• General operations knowledge to plan, organize, and control resources, procedures, and timing for an administrative department.
• Ability to learn order of construction from planning and pre-construction to construction and close out.
• Ability to work in a pleasant and professional manner, possessing exceptional interpersonal and communications skills and focused on projects, cost documentation and scheduling.
• Strong organizational skills.
• Strong time management skills.
• Strong coordination and communication skills.
• Knowledge of knowledge of Microsoft Office software (Word, Excel, PowerPoint, MS-Project, Outlook, etc.).
• Ability to establish and maintain effective working relationships with staff suppliers, vendors and the general public.
• Ability to communicate clearly and effectively.
• Ability to meet all the physical requirements of the position, with or without accommodations.
• Works well under pressure.
• Ability to make quick decisions independently
• Working conditions are primarily in office conditions with occasional work outdoors with exposure to temperature extremes, dust, dirt, grease, and noise.
• Must be detail oriented, organized, self-motivated, work well independently and on a team.
• Must have good written and verbal skills.
• Must have good critical thinking and problem-solving skills.