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Facilities Project Coordinator
1 month ago
The University of Miami seeks a highly organized and detail-oriented Facilities Project Assistant to provide administrative support to the Project Managers. This role involves a wide range of administrative, organizational, and coordination duties to ensure smooth project execution.
Key Responsibilities- Assist Project Managers in coordinating and managing day-to-day project activities and tasks.
- Facilitate internal and external communication between team members, contractors, consultants, and other stakeholders to ensure alignment and project success.
- Prepare reports, presentations, and meeting materials, and manage and organize project documentation in project management software and shared drives.
- Help organize project meetings, take meeting minutes, and follow up on action items, and coordinate efforts within the team and with outside consultants and vendors.
- Input and update project information in project management software tools, and maintain accurate records of project details.
- Occasionally visit construction sites to assist with on-site project tasks, including tracking progress, supporting inspections, and ensuring that safety standards and quality requirements are met.
- Assist with the completion of punch list items and support the project close-out process to ensure that all tasks and documentation are completed as required.
- Support the procurement process by assisting in obtaining proposals/estimates from design firms, contractors, and consultants, and coordinate construction signage and related activities.
- Assist with the preparation, tracking, and management of purchase orders (POs), change orders (COs), and vendor/consultant agreements, and work closely with the Contract Administrator to ensure the proper contracts are being utilized correctly.
- Coordinate with in-house facilities and operations departments to ensure project deadlines and goals are met.
- High School diploma or equivalent.
- Minimum 2 years of relevant experience.
- Ability to work independently and/or in a collaborative environment.
- Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
- Ability to work in a fast-paced environment, prioritize tasks, and manage multiple projects simultaneously.
- Strong attention to detail and problem-solving skills.
- Commitment to the University's core values.
- Proficiency in computer software (i.e. Microsoft Office).
- Ability to maintain effective interpersonal relationships.
- Ability to process and handle confidential information with discretion.
- Knowledge of construction terminology and processes is a plus.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.
