Project Coordinator - Facilities Operations & Planning

University of Miami; Miami (FL); On-site; USD 55,000 - 69,000; Full time

Job summary

The University of Miami/UHealth department of Facilities is seeking a Full Time Project Coordinator to support Facilities Operations & Planning in Miami, FL. The role involves coordinating projects of varying complexity, working with third-party vendors, and ensuring adherence to policies and procedures.

Responsibilities include planning administrative tasks, processing documents, coordinating RFP/RFQ activities, and providing project progress reports to stakeholders.

Qualifications

• Bachelor's degree in relevant field is required.
• Minimum 2 years of relevant experience is required.

Responsibilities

• Plan and coordinate administrative tasks including scheduling meetings, conference rooms, calls, and minutes.
• Process purchase orders, invoices, and other documents.
• Coordinate RFPs, RFQs, bid submittals, and award communications with vendors.
• Track project budgets and permits; assist with project reports and timelines.
• Assist Project Managers with scopes, budgets, timelines and document control.
• Collaborate with architects, engineers, subcontractors and stakeholders to facilitate project execution.

Skills

Learning Agility

Teamwork

Technical Proficiency

Communication

Education

Bachelor's degree in relevant field

Job description

Project Coordinator Facilities Operations & Planning

The University of Miami/UHealth department of Facilities has an exciting opportunity for a 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 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 timeEmployee Type:Staff