Project Coordinator - Facilities Operations & Planning

University of Miami; Avenue (MD); On-site; USD 52,000 - 78,000; Full time

Job summary

The University of Miami seeks a Project Coordinator in Facilities Operations & Planning in Miami, FL to support capital projects, renovations, and maintenance, coordinating with vendors and internal teams to keep projects on schedule. You will manage meetings, prepare reports, process POs and invoices, and help with budgets and permits while ensuring compliance with university policies.

This role requires a bachelor’s degree and at least two years of relevant experience; strong communication,

Qualifications

• Bachelor’s degree in a relevant field and at least 2 years of related experience.
• Strong learning agility, teamwork, and communication abilities.
• Proficient with office software and basic project coordination tools.

Responsibilities

• Coordinate project logistics, meetings, and space planning.
• Assist with budgets, quotes, and vendor communications.
• Prepare reports and slide decks for stakeholders.
• Assist in RFP/RFQ processes and permit tracking.
• Maintain project documentation and closeout procedures.

Skills

Learning agility

Teamwork

Tech proficiency

Communication skills

Education

Bachelor’s degree in relevant field

Tools

Office software

Job description

Project Coordinator Facilities Operations & Planning

Full Time Project Coordinator Facilities Operations & Planning to work in Miami, FL. The Project Coordinator – Facilities Operations & Planning provides coordination services for projects of varying complexities, including capital projects, renewal and replacement, and renovations and maintenance. Additionally, the incumbent coordinates and works with outside third-party vendors as needed. Plans and coordinates administrative tasks, to include facilitating project logistics such as scheduling meetings, conference rooms, conference calls, equipment meeting minutes, filing, and answering phones. Processes purchase orders, invoices, and other documents. Coordinates RFP, RFQ, bid submittals, and award communications activities with outside vendors. Advances and enforces operational procedures and best practices, ensuring staff compliance. Communicates and provides reports to various stakeholders detailing project progress, schedules, and spending. Assists with tracking of project budgets and permits. May be required to oversee administrative staff. Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions

Project Coordination and Administration:

• Assist Project Managers developing project scopes, budgets, and timelines in Projecto.
• Assist Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.
• Facilitate project logistics, including scheduling meetings, conference rooms, calls, and equipment.
• Coordinate the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.
• Maintain current and comprehensive project documentation, plans, and reports.
• Obtain and process project quotes, purchase orders, and other required documents.
• Provide project reports to stakeholders detailing progress, schedules, and quality.
• Support Project Managers by preparing weekly/monthly reports and slide decks to ensure accuracy and consistency with construction project updates.
• Prepare and send documents for approval using DocuSign.

Vendor and Stakeholder Management:

• Coordinate RFP, RFQ, bid submittals, and award communications with vendors.
• Communicate project progress, schedules, and spending to various stakeholders.
• Support the oversight of activities of General Contractors, Designers, and other technical service personnel.

Budget and Expenditure Tracking:

• Assist with budget preparation and track project-related expenditures.
• Support Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.
• Process project permits with required agencies or municipalities and track progress.
• Process project purchase orders, and tax saving POs.
• Process permit applications.

Operational Compliance and Improvement:

• Ensure adherence to university and unit-level policies and procedures.
• Review and improve processes for greater departmental efficiency.
• Implement operational procedures and best practices, ensuring staff compliance.

Risk Management and Issue Resolution:

• Assist in identifying risks and removing roadblocks that hinder project progress.
• Assist Project Manager to identify and log risks that arise in the Project Risk Register.
• Support Project Managers and contractors in submitting Weekend Work and Shut-down impairment requests.
• Coordinate Pre-Construction Risks Assessment meetings.

Project Closeout and Compliance:

• Execute project closeout procedures, ensuring all items are completed before final closure.
• Utilize the contract compliance checklist to confirm all items are complete before closing the project.
• Coordinate the start-up of major utilities and equipment and the relocation of occupants into finished spaces.

Team Collaboration:

• Serve as liaison between team members, stakeholders, and management to ensure clear communication and alignment.
• Collaborate with architects, engineers, subcontractors, and other stakeholders to facilitate project execution.

Additional Duties:

• Conduct site visits to observe and document construction progress.
• Organize, attend, and participate in project meetings.
• Assist Project Managers with assigned tasks.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

Bachelor’s degree in relevant field required Minimum 2 years of relevant experience required

Knowledge, Skills and Abilities:

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status: Full time Employee Type: Staff

The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.