Space and Facilities Coordinator

United States Courts; St. Louis (MO); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health Insurance

Flexible Work Schedule

Group Life Insurance

Thrift Savings Plan (TSP)

Job summary

The Missouri Eastern District Court seeks a Space and Facilities Coordinator in St. Louis to oversee planning, budgeting, design review, and financial planning for space and facilities projects. You will work with GSA, court offices, and vendors to keep initiatives on schedule and within budget.

You will supervise the Mailroom and Facilities Assistant, prepare move plans, track expenditures, and ensure compliance with the U.S. Courts Design Guide.

Qualifications

• Bachelor’s degree or equivalent experience in business or related field.
• Project management certification preferred.
• Ability to read and interpret architectural blueprints/drawings and use AutoCAD is preferred.
• Proficiency with Excel/Word and basic software skills are required.

Responsibilities

• Manage space and facilities projects with budgets and schedules.
• Coordinate with GSA and court personnel to ensure timely project progress.
• Review drawings, analyze cost estimates, and negotiate fees.
• Prepare move plans and coordinate furniture layouts and procurement.
• Supervise the Mailroom and Facilities Assistant and manage performance.

Skills

Reading blueprints

Schedule management

Vendor coordination

Communication

Education

Bachelor’s degree in business or related field

Project management certification

Tools

AutoCAD

Microsoft Excel

Microsoft Word

Job description

Job Details for Space and Facilities Coordinator

Court Name/Organization Missouri Eastern District Court

Overview of the Position The Space and Facilities Coordinator is located in a consolidated administrative services department and supports the District Court Clerk’s Office, Chambers, Probation, and Pretrial Services. The Space and Facilities Coordinator has primary responsibility for the management and oversight of all space and facilities projects initiated by the court or the General Services Administration (GSA). Responsibility includes the planning, design, technical review and financial management planning for all space and facilities projects, and district-wide coordination of all building activities for the court unit. The Space and Facilities Coordinator oversees the Clerk’s Office mailroom, supervises the Mailroom and Facilities Assistant and reports to the Procurement and Facilities Manager. The position is located in the District Court headquarters office in St. Louis, Missouri.

• Manage space and facilities projects, including creating project budgets, project schedules, and preparing project scope to guide specifications. Translate functional requirements into a space-needs plan and define the project’s design objectives. Review construction drawings and specifications, analyze cost estimates, negotiate fees and costs, and resolve issues from preliminary design through construction.
• Coordinate the efforts of various entities to ensure timeliness in the accomplishment of successive phases of the construction plan. Conduct meetings with all concerned parties to review progress, discuss problems, and develop solutions. Ensure all parties are advised and kept aware of requirements and plan changes.
• Review GSA contract specification documents and blueprints to ensure compliance with the U.S. Court Design Guide, and the court’s preference. Document and report deviations or non-compliance issues. Participate in all project planning and design meetings.
• Perform cost evaluation and control at each step of the project to ensure the budget plan is adhered to and the project remains in compliance with stated objectives.
• Make recommendations to appropriate individuals regarding improvements, changes in procedures, or other actions.
• Conduct construction site visits to monitor progress and compliance with the U.S. Courts Design Guide and prepare progress reports and punch lists for work that remains to be accomplished.
• Works with Procurement and Facilities Manager to develop furniture layouts and assist in selection and procurement of furniture and furnishings. Prepare purchase orders and payment authorizations.
• Create move coordination plans which include detailed schedules and phasing plans, including the movement of electrical, data, telecommunications equipment and lines. Serve as move coordinator.
• Maintain Contracting Officer certification by completing biennial continuing education requirements as certified by the Procurement Liaison Officer. As Contracting Officer, process and sign purchase orders and contracts for the purchase of products and services. Ensure purchase is authorized, funding is available, the appropriate delegations of authority exist, and adequate competition took place in accordance with the estimated dollar value of the procurement. Provide contract administration and oversight. Track expenditures.
• Prepare Reimbursable Work Authorizations (RWA) and appropriate correspondence for new or renovated space and facilities and overtime utilities and submit for approval. Verify RWA charges and authorize payment. Prepare purchase orders and payment authorizations in automated system.
• Works with Procurement and Facilities Manager to prepare all court reports and requests for space which involve surveys of existing space and new space requirements due to new judges and/or courthouses. Coordinate such requests with the Procurement and Facilities Manager and the Administrative Office.
• Coordinate routine and cyclical building maintenance, repairs, renovations and security system installations with the U.S. Marshal’s Service, the General Services Administration, or others, as applicable. Maintain database of all cyclical maintenance.
• Supervises the Mailroom and Facilities Assistant. Prepares performance evaluations, manages leave and provides day-to-day oversight, leadership and guidance to the Mailroom and Facilities Assistant.
• Reconcile and verify court space with GSA drawings and statements and attend all building security and tenant meetings, as required.
• Assist the Custodial Officer with furniture inventory.
• Reviews all district court spaces and makes schedule recommendations for cyclical maintenance of carpet, paint, wallcoverings, and other cyclical replacement items.
• Initiates and coordinates Delegation of Authority requests with GSA and manages those projects directly with the vendor.
• Other duties as assigned.

Qualifications

Qualifications must be met at the time of application. The successful candidate must possess the following:

• Bachelor’s degree in business or other related field strongly preferred or equivalent experience. Project management certification preferred.
• One to three years procurement and/or facilities experience required.
• Able to read and interpret architectural blueprints and drawings. Proficient using Auto CAD is strongly preferred.
• Proficient in the use of Microsoft Excel and Word, in conducting Internet searches, in the use of computer file structure and other computer applications. Proficient in developing spreadsheets.
• Consistent, high-quality past job performance demonstrating sound ethics and judgment.
• An attendance record that indicates reliability and commitment.
• Excellent verbal and written communication skills (grammar, spelling, punctuation, etc.)
• Excellent organizational skills and attention to detail are required to ensure accurate facility and purchasing records that prevent personal liability for the Court Unit Executive (CUE).
• Ability to take initiative, manage multiple tasks, respond to requests on short notice and meet deadlines.
• Ability to be tactful and work cooperatively with others, including judicial officers, GSA, contractors, the public and colleagues. Ability to maintain confidentiality. Strong sense of personal and professional integrity.

To qualify for the CL26 a minimum of one year of specialized experience equivalent to work in a CL 25 level is required. To qualify for the CL 27 a minimum of one year of specialized experience equivalent to work in a CL 26 level is required. *Specialized experience is defined as progressively responsible clerical or administrative experience that is in, or closely related to, the work of the position and which has demonstrated the particular knowledge, skills, and abilities to successfully perform the duties of the position and involves the routine use of automated software and keyboarding for word processing, data entry and report generation.

The position is eligible for future promotion to the CL 28 after completion of at least two years at the grade CL 27 and a bachelor's degree or a current Project Management Professional (PMP) certification.

Employee Benefits

Paid Holidays (11)

Flexible Work Schedule

Health Insurance

Group Life Insurance

Defined contribution retirement benefits (FERS)

Thrift Savings Plan (TSP)- 401 (k)-styled program with up to 5% match

Employee Assistance Program

Virtual Judiciary Online University

This is a High Sensitive position within the Judiciary. Employment will be considered provisional pending successful completion of fingerprints, OPM background investigation and credit check and a favorable suitability determination. Investigative updates are required every five years.

All applicant information is subject to verification. Providing false and/or misleading information may be grounds for removal from the application and selection process, as well as disciplinary action if discovered after hire.

Applicants must be U.S. citizens or eligible to work in the United States. Appointment is contingent upon providing proof of United States citizenship or proof of authorization to work in the United States as required by the Immigration Reform and Control Act of 1986. Applicants selected for interviews must travel at their own expense and relocation expenses will not be reimbursed.

Applicants may be asked to participate in proficiency tests.

After review of the application packets, highly qualified applicants will be invited in for one or more personal interviews. Due to the volume of applications received, only applicants who are selected for interview will receive a written response regarding their application status.

Direct deposit of pay is required. Positions with the U.S. Courts are “excepted service” positions and employees serve “at will.”

In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the court may elect to select a candidate from the applicants who responded to the original announcement without reposting the position.

The U.S. clerk's office reserves the right to amend or withdraw any announcement without written notice to applicants.

The organization reserves the right to assign and/or reassign an employee to any location within the district based on the needs of the organization.

The federal Judiciary is an Equal Employment Opportunity employer.