Facilities Project Coordinator

4 weeks ago

Coral Gables, Florida, United States University of Miami Full time

Job Summary

The University of Miami seeks a highly skilled and detail-oriented Facilities Project Assistant to provide administrative support to the Project Managers and serve as a team player and coach who adheres to departmental and University core values.

This role involves a wide range of administrative, organizational, and coordination duties to ensure smooth project execution, including meeting coordination, document management, on-site project tasks, and communication between project stakeholders.

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, maintain accurate records of project details, and occasionally visit construction sites to assist with on-site project tasks.
  • 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.
  • Collaborate with the Project Manager and team to ensure projects are executed effectively, adhering to deadlines, budgets, and quality standards.

Requirements

  • 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

Equal Opportunity Employer

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply.

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