Job Title:Project Coordinator

Project Coordinator

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JOB DESCRIPTION

Job Title:Project Coordinator

Reports to:Manager of Building Maintenance, Manager of Fleet

Services, or Superintendent of Maintenance Services

Department:Operation & Maintenance

FLSA Status:Exempt

Grade:S10

Written/Revised:September 2, 2010

Job Summary

Supports Department Management in the implementation, coordination, control support, and administration of project work to ensure projects and maintenance work are completed on time, meeting District expectations and delivering desired results. This includes performing all aspects of planning/scheduling, business systems maintenance, estimating, cost and timeline tracking, and/or contract administration. Utilizes business acumen and enthusiasm to build consensus, galvanize, andlead and/or participate in project teams. Gathers and documents system requirements, develops system scope, builds consensus and maintains project issues lists. Assists in developing project budgets, resource requirements and project plans. Manages projects within these parameters. Maintains good working relationships with internal departments and external stakeholders. Performs other duties of a similar nature as may be required.

Essential Functions

Develops and maintains department and project schedule details, documentation, time line, and resources, based on input from Department Management. Assists in the creation of the scope of work for projects and creates project plans. Integrates verbal and numerical information to create reports that are understood by a wide variety of audiences and to estimate staffing and resource needs. Assists in resource/project scheduling.

Assists in the management of departmental assets. Develops short- and long- term maintenance plans. Schedules maintenance activities for the department. Coordinates maintenance work with other departments. Makes recommendations for improving the maintenance program. Develops, revises and/or reviews maintenance planning and performance reports.
Manages day-to-day budget tracking, maintenance, and project activities, such as issue tracking and risk mitigation, facilitating project team meetings (with various groups), and preparing/delivering status reports, using MS Project Schedule, computerized maintenance management system, or similar software. Meets with appropriate project team members to review progress project forecasts and schedules. Attends progress/project review meetings.

Generates/assembles specifications and Requests For Qualifications (RFQs) to support various projects. Compiles data for preparing estimates during the contract process. Monitors contractor activity and contract cost to support projects.

Provides historical and current data and project timelines to develop forecasts for capital project expenditures.

Establishes and maintains communication with user departments, vendors, contractors, the general public and other businesses in order to facilitate completion of work objectives. Researches and provides spoken and written information to management, staff and team members via telephone, email and face-to-face communications. Responds to and resolves customer inquiries and complaints with customer satisfaction in mind.

Works closely with those responsible for capital program by researching, forecasting, analyzing, extracting, tracking, reviewing and consolidating costs vs. estimates for major projects. Provides data analysis support for capital project expenditures. Transfers/corrects costs as designated to ensure representation of costs for projects are accurate.

Initiates purchases to support each project and the department. Prepares and monitors spending to ensure purchases are according to guidelines and within approved departmental budget allowance. Coordinates receiving and necessary stock items with storeroom.

Provides support for each project team. Prioritizes work based on the needs of the department and the organization. Ensures efficient coordination of resources and activities.

Performs other duties of a similar nature as may be required.

Qualifications

Knowledges, Certifications, Licenses, etc.

Knowledge of administrative, project coordination/control, resource allocation, basic administrative tasks, budget administration and projection, basic contract administration, required for successful contract administration – Typically acquired through formal coursework while achieving an Associates degree in Business Administration, Engineering Technology, or related field and two (2) years of work experience OR a Bachelors degree in Business Administration, Engineering Technology or related field and no previous work experience.
Project coordination and control, basic budget administration managing multiple projects, gathering specifications, providing additional administrative support as needed, documenting system requirements, building consensus, and managing project time lines Familiarity with procurement, record keeping and reporting processes – Typically acquired through two (2) years of experience in a position that included project coordination/control, analysis, record keeping and reporting related functions. Proven success required. If a recent BA/BS graduate, no additional work experience is required.
Project management – Typically acquired through formal coursework. Previous work experience is preferred. **
Analysis of reports, information contribution for reporting, etc. – Typically acquired through one (1) year of experience in a position analyzing reports, information contribution for reporting, etc. **
General understanding of department assets – Typically acquired through on-the-job-experience within one (1) year.
Department operations, programs and processes, policies and procedures, compliance issues, tools – Typically acquired through on-the-job-experience in approximately one (1) year.
Techniques for fostering positive atmosphere, teamwork, and quality techniques – Typically acquired through two (2) years of previous work experience. **
Delivery of high quality service. Principles and processes for stellar customer service including meeting quality standards for service – Typically acquired through formal coursework and previous work experience providing a high level of service to all levels within the organization, and to external customers and contacts. Will be refined in this position. **
Applicable standard District computer software and operating systems (e.g. MS Office) – Typically acquired through formal coursework and previous work experience. **

Competencies, Skills & Abilities

Communication, verbal and written and listening, as appropriate for the needs of the audience, cross functionally and up line. This includes one-on-one conversations and in group presentations – Typically acquired through two (2) years of previous work experience where partnering with others in identifying needs and in gaining approval/agreement was critical for success to systematically solve problems. **
Microsoft Office Excel and Word software – Typically acquired through two (2) years of experience working effectively in Microsoft Office Excel and Word software applications.
Project management – Typically acquired through two (2) years of experience with medium to complex projects, including project or contract estimation, planning, coordination and implementation. Develop maintenance planning skills through on-the-job experience within one (1) year. **
Problem solving – Typically acquired through two (2) years of experience effectively analyzing and solving medium to complex problems. **
Negotiation, leadership, facilitation, and conflict resolution skills to address issues/opportunities for improvement and differences of opinion along the way and maintain effective working relationships – Typically acquired through formal coursework and application on the job in previous positions. **
Creating requests for proposals and requests for qualifications – Typically acquired through six (6) months of previous work experience creating clearly written RFPs./RFQs. **
Initiative. Being proactive rather than reactive both in thought and action – Typically acquired through previous life and work experience. **
Follow up, follow through, and understanding of effect on the project as well as up/down stream - Typically acquired through formal coursework and previous work experience. **
Multi-tasking, prioritizing – Typically acquired through two (2) years of experience effectively and successfully prioritizing various projects and tasks. **
Building and maintaining relationships – Typically acquired through two (2) years in a role responsible for interacting with a variety of contacts on a regular basis. **
Judgment and time management, including prioritizing workloads based on available resources and time constraints – Typically acquired through two (2) years of work experience, where involving others in identifying needs and in gaining agreement/approval was critical for success. **
Attention to detail and organization skills – Typically acquired two (2) years of work experience where attention to detail was critical to job success. **
Analyzing of reports, data, and information that could affect a project time line – Typically acquired through two (2) years of work experience. **
Accountability, works well under pressure. Ability to work under strict time constraints to meet deadlines – Typically acquired through two (2) years of responsible work experience successfully managing to deadlines. **
Ability to drive to other District sites and off-site meetings, etc. – Typically acquired by obtaining and maintaining a valid state of Ohio driver’s license with a driving record in accordance with the District’s acceptable guidelines.

** Typically acquired through two (2) years of work experience with an Associates degree. If a recent BA/BS graduate, no additional work experience is required.

Job Announcement for

Project Coordinator

Job Duties

Supports Department Management in the implementation, coordination, control support, and administration of project work to ensure projects and maintenance work are completed on time, meeting District expectations and delivering desired results. This includes performing all aspects of planning/scheduling, business systems maintenance, estimating, cost and timeline tracking, and /or contract administration. Utilizes business acumen and enthusiasm to build consensus, galvanize, andlead and/or participate in project teams. Gathers and documents system requirements, develops system scope, builds consensus and maintains project issues lists. Assists in developing project budgets, resource requirements and project plans. Manages projects within these parameters. Maintains good working relationships with internal departments and external stakeholders. Performs other duties of a similar nature as may be required.

Job Requirements

Education

Associates degree in Business Administration, Engineering Technology or a related field. Bachelors degree preferred.

Basic working knowledge of project management skills and software.

Experience

Two (2) years of responsible project coordination/control experience, including budget management, recordkeeping, RFQ development, basic budget administration managing multiple projects, gathering specifications, documenting system requirements, building consensus, and managing project time lines. Familiarity with procurement, record keeping and reporting processes.

Candidate must possess excellent oral and written communication skills, as well as a superior commitment to high quality service, and the ability to successfully build and sustain positive and collaborative working relationships with a broad range of stakeholders, contractors, community, government personnel, and customers.

Must have the ability to read, interpret, and write RFQs and specifications, project schedules, project plans, and input from others, and the ability to effectively initiate and manage contracts through to completion on time and on budget. Ability to analyze data, reports and information, using historical and current data and project timelines to develop forecasts for capital project expenditures is required.

Attention to detail, organizational skills, time management to prioritize workloads based on available resources and time constraints, and multi-tasking skills to work on multiple tasks simultaneously are required. Negotiation, facilitation, team building, and conflict resolution skills are required to work with a diverse group, resolve questions/processes/concerns and achieve high quality output on schedule are also required. Must be proficient in Microsoft Office Excel and Word software. Proficiency in MS Project is preferred but not required.

Candidate must possess a valid state of Ohio driver’s license with a driving record in accordance with the District’s acceptable guidelines.