Project Coordinator

Job Description

Job Description

Job Title: Project Coordinator

Location: 4 Irving Place, New York 10003

Duration: 6 MONTHS CONTRACT

Shift: Mon – Fri, 8am - 5pm

Hybrid (3 days onsite, 2 days remote), potential travel to local Client facilities

PERFORMANCE DETAILS

What are the major objective(s) of the role? Specifically, what does this person need to do to be considered a success? What will they be working on?

The Project Coordinator will support the Real Estate–PPD team by coordinating office space planning, workplace modifications, and internal office moves. Success in this role will be measured by the candidate's ability to efficiently manage service requests and work orders, maintain accurate tracking and reporting, coordinate move/add/change (MAC) activities, and provide excellent customer service to internal stakeholders.

Key deliverables include:

• Managing and tracking service requests through Maximo and ensuring timely completion of work orders.
• Coordinating office moves, furniture installations, workplace reconfigurations, and related vendor activities.
• Supporting space planning efforts by maintaining occupancy records, seat assignments, and floor plan data.
• Producing accurate reports, status updates, spreadsheets, and documentation related to workplace projects and service requests.
• Serving as a primary point of contact for internal customers, facilities teams, vendors, and contractors.

What are the MUST HAVE technologies for this position? (Please list must have technologies / technical skills that are REQUIRED to complete the position)

1. Microsoft Excel (advanced spreadsheet tracking, reporting, pivot tables)

2. Microsoft Office Suite (Excel, PowerPoint, Outlook, Word)

3. Work Order/Ticketing Systems (Maximo preferred or similar facilities management platform)

What are the MUST HAVE Critical Skills for this position ( Please list must have CRITICAL SKILLS that are REQUIRED to complete the position)

1. Project coordination experience in facilities, workplace planning, commercial real estate, or corporate office environments

2. Experience coordinating office moves, furniture installations, workplace modifications, or MAC (Move/Add/Change) requests

3. Excellent organizational skills with the ability to manage multiple concurrent requests and deadlines

4. Strong communication and customer service skills with experience supporting internal stakeholders, vendors, and contractors

What are the NICE TO HAVE technologies / Skills you would love to see on a candidate’s resume?

1. Maximo experience and/or other facilities management or space management systems

2. Experience supporting architects, space planners, facilities planning, or commercial interiors teams

3. Ability to interpret floor plans, occupancy data, and space utilization reports; experience with corporate office reconfigurations and move management

• This role works closely with architects, planning analysts, facilities personnel, vendors, contractors, and internal stakeholders to manage move/add/change (MAC) requests, process service tickets through Maximo, coordinate furniture and equipment installations, and maintain accurate space management records and reporting.
• The ideal candidate has experience in project coordination, facilities, commercial real estate, workplace planning, or commercial interiors. They must be comfortable managing multiple requests in a fast-paced corporate environment, maintaining accurate tracking and documentation, and communicating professionally with internal customers and management.

Key Responsibilities

Ticket and Work Order Management

• Monitor, review, process, and route incoming service requests through Maximo or other work management systems.
• Coordinate work orders involving office moves, furniture installations, signage, air conditioning units, and other workplace modifications.
• Maintain accurate ticket documentation, tracking logs, spreadsheets, status updates, and request close-outs.
• Ensure communications and supporting documentation reference the appropriate ticket numbers.
• Monitor open requests, follow up on outstanding work, and communicate status updates to stakeholders and management.

Space Planning and Workplace Coordination

• Support architects and planning analysts in implementing move/add/change (MAC) requests and commercial office space modifications.
• Update seat assignments, occupancy information, and floor layouts within applicable space management systems.
• Retrieve, print, and distribute floor plans and drawings as needed.
• Assist with reviewing office layouts to support space utilization, occupancy requirements, and workplace standards.
• Conduct facility floor walks to validate layouts, assess furniture condition, and identify repair, replacement, or reconfiguration needs.

Office Move and Installation Coordination

• Coordinate internal office moves across Con Edison facilities, including 4 Irving Place and other company locations.
• Schedule and coordinate the movement of furniture, equipment, and employee belongings.
• Coordinate moving teams and related services, including furniture moves, shredding swaps, installations, and materials handling.
• Work with Facilities Operations to coordinate signage installation and other physical workplace updates.
• Support XM1 furniture requests, including coordination of related logistics, deliveries, and installations.
• Follow up with vendors and internal teams to help ensure materials and services are delivered on schedule.

Stakeholder Communication and Customer Service

• Serve as a primary coordination point for internal customers, contractors, vendors, and other stakeholders regarding workplace requests.
• Meet with internal clients to understand workspace requirements, clarify requests, and coordinate appropriate solutions.
• Communicate project status, outstanding items, scheduling considerations, and potential delays.
• Build effective working relationships with planning, facilities, and management teams while maintaining a professional, service-oriented approach.

Reporting and Administrative Support

• Develop reports, spreadsheets, and summary tables related to space utilization, move activity, service requests, and work volume.
• Review daily and weekly moving team logs, validate timesheets, compile totals, and prepare documentation for approval.
• Maintain organized electronic and physical records, including scanning, filing, and document distribution.
• Provide general project coordination and administrative support to the PPD planning team and management.

Required Qualifications and Experience

• Approximately 2–5+ years of experience in project coordination, facilities coordination, workplace planning, commercial real estate, architecture support, or commercial interiors.
• Experience working in a corporate facilities, real estate, architecture, or workplace environment.
• Familiarity with work order, service request, or ticketing systems; Maximo experience is preferred.
• Working knowledge of commercial office space planning, furniture coordination, office moves, or workplace modifications.
• Strong Microsoft Excel skills, including data tracking, spreadsheet maintenance, and reporting; experience with pivot tables is preferred.
• Proficiency in Microsoft PowerPoint and other Microsoft Office applications.
• Strong written and verbal communication skills, with the ability to interact professionally with internal customers, vendors, contractors, and management.
• Excellent organizational skills and attention to detail, with the ability to manage multiple concurrent requests, prioritize deadlines, and follow through on outstanding items.
• Ability to work effectively in a fast-paced, high-volume environment while maintaining accurate records and providing responsive customer service.

Preferred Qualifications

• Experience supporting architects, space planners, or facilities planning teams.
• Familiarity with space management systems and digital floor plan or occupancy databases.
• Experience coordinating corporate office moves, furniture installations, and workplace reconfigurations.
• Background in commercial interiors, facilities operations, or corporate real estate.
• Ability to interpret floor plans, understand occupancy data, and support space utilization initiatives.
• Experience compiling operational reports, reviewing work logs, and reconciling timesheet or service activity data.

Buckeye Global IT Inc, one of the fastest-growing IT and Healthcare staffing and services firm in the nation specializing in staff augmentation for an end-to-end Enterprise IT Solutions.

Company Description

Buckeye Global IT Inc, one of the fastest-growing IT and Healthcare staffing and services firm in the nation specializing in staff augmentation for an end-to-end Enterprise IT Solutions.