Project Coordinator - Critical Facilities - Enterprise Physical Operations

Washington University; United States; On-site; USD 50,000 - 82,000; Full time

Benefits offered by this job

Vacation time

Health insurance

Metro U-Pass

Retirement plan

Wellness program

Job summary

Washington University in St. Louis is seeking a Project Coordinator for Critical Facilities to aid planning, coordination, and execution of repairs and infrastructure improvements across a large campus portfolio.

You will engage with engineering, operations, contractors, and stakeholders to keep projects on schedule and within budget. The role focuses on coordinating electrical, HVAC, life safety, and building automation systems, with emphasis on safety, documentation, and cross-functional

Qualifications

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• Relevant Experience (2 Years) required.
• Driver's License: A driver's license is not required for this position.

Responsibilities

• Assists with planning, coordination, and implementation of critical facilities repair, renewal, replacement, and infrastructure projects.
• Supports scheduling activities, resource coordination, procurement, material tracking, and contractor mobilization.
• Collaborates with facilities engineering, operations staff, end users, consultants, contractors, and external vendors across the project lifecycle.
• Helps coordinate activities involving critical facility systems to minimize operational impacts and support continuity of research, education, and clinical activities.
• Maintains accurate project documentation including proposals, schedules, contracts, drawings, reports, and meeting minutes.
• Supports closeout activities including documentation review and turnover.
• Monitors project progress and assists in resolving scheduling, logistical, and operational challenges.

Skills

Adaptability

Air Handling Units

Building Automation Systems

HVAC Systems

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Location

ST. LOUIS, MO 63110

Scheduled Hours 40

Position Summary

The Enterprise Physical Operations, Infrastructure, Capital Programs & Real Estate (EPO) department at WashU provides integrated operational, infrastructure, planning, and facility services that support the university’s mission of excellence in education, research, patient care, and community engagement. Guided by our PRIDE+ Core Values of Professionalism & Planning, Respect & Responsibility, Integrity & Integration, Dedication & Delivery, Excellence & Enterprise Alignment, and Accountability & Stewardship, EPO fosters a culture centered on collaboration, strategic partnership, innovation, accountability, and service excellence across the university enterprise. EPO manages and supports 28 million gross square feet across 235+ buildings and associated infrastructure systems, encompassing academic, research, clinical, residential, administrative, and support facilities across the university’s campuses and operations. Our teams provide strategic leadership and operational expertise in facility management, infrastructure services, capital project delivery, real estate operations, planning, sustainability, engineering, maintenance, environmental services, public safety support, and enterprise operational services. EPO creates and maintains safe, innovative, efficient, mission-driven environments that support our students, faculty, staff, patients, researchers, and community partners. For additional information and to hear directly from members of our team, please visit: https://facilities.med.wustl.edu/Careers.

The Project Coordinator, Critical Facilities, supports the development, coordination, planning, and execution of repair, renewal, infrastructure, and facility improvement projects that support critical facilities across the WashU Medicine campus. This role supports a complex portfolio of mission-critical building systems and environments essential to education, research, and clinical operations across a 61-building, 178-acre campus totaling approximately 8.3 million gross square feet.

Working within the Enterprise Physical Operations (EPO) Department, the Project Coordinator collaborates with facilities engineering, project management, contractors, consultants, and campus stakeholders to help ensure projects are completed safely, efficiently, on schedule, within budget, and with minimal disruption to critical operations.

The position supports projects involving critical infrastructure systems such as electrical distribution, emergency power, HVAC, building automation, life safety systems, utility distribution, and other essential facility assets.

Job Description

Primary Duties & Responsibilities:

Project Planning & Coordination

• Assists with the development, planning, coordination, and implementation of critical facilities repair, renewal, replacement, and infrastructure improvement projects.
• Supports project scheduling activities, resource coordination, procurement efforts, material tracking, and contractor mobilization.
• Collaborates with facilities engineering, operations staff, end users, consultants, contractors, and external vendors throughout the project lifecycle.
• Help coordinate project activities involving critical facility systems to minimize operational impacts and support continuity of research, educational, and clinical activities.

Project Administration & Documentation

• Maintains accurate and organized project documentation, including proposals, schedules, contracts, drawings, reports, meeting minutes, and project records.
• Supports project closeout activities, including documentation review, turnover requirements, and record retention.

Financial & Performance Support

• Supports project financial tracking, budget monitoring, cost documentation, and invoice processing as assigned.
• Monitors project progress and assists in identifying and resolving scheduling, logistical, and operational challenges.
• Provides recommendations for operational improvements, project efficiencies, and process enhancements to support successful project delivery.

Contractor & Stakeholder Management

• Assists with contractor coordination, site access requirements, safety compliance activities, and project communication efforts.
• Serves as a point of contact for contractors and stakeholders working on critical facilities projects across campus.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions: Normal office environment.

Physical Effort: Typically sitting at a desk or table. Repetitive wrist, hand, or finger movement. Ability to move to on- and off-campus locations. Equipment: Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: Relevant Experience (2 Years)

Skills: Not Applicable

Driver's License: A driver's license is not required for this position.

Preferred Qualifications

Education: Bachelor's degree

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: Higher Education Facilities, Research Laboratories, Plant Management, Or Environment With Similar Complexities (4 Years)

Skills: Adaptability, Air Handling Units, Analytical Problem Solving, Building Automation Systems, Calibration Systems, Configuration Control, Contractor Management, Customer Service, Deadline Management, Detail-Oriented, Electrical Systems, Fast-Paced Environments, Goal-Oriented, Highly Resourceful, HVAC Systems, Interpersonal Communication, Mission Critical Facilities, Oral Communications, Organizing, Prioritization, Project Administration, Stakeholder Coordination, Systems Support, Utility Operations, Written Communication

Grade G10 Salary Range $49,700.00 - $82,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Useful Links

Who We Are

Human Resources

Benefits

Living in St. Louis

Frequently Asked Questions

Accommodation

Regulatory Postings

Know Your Rights: Workplace Discrimination is Illegal Poster (English; Spanish)

Q: Can I create a job alert to notify me when jobs of interest are posted?

A: Yes! After you create a Candidate Home account, you can set up and manage job alerts to be sent to you either daily or weekly, according to the filters you select. You can add, edit, or delete job alerts at any time. You will need to opt in to communications from WashU when you set up your first alert and will only receive alerts for jobs posted after the alert has been created. Set alerts today so you do not miss any new opportunities!