Project Coordinator - Facilities Operations & Planning (H)

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The University of Miami Health System (“UHealth”) Facilities Department has an exciting opportunity for a full-time Facilities Project Coordinator to work on site in Miami.

The Facilities Project Coordinator provides project coordination and services related to construction projects of varying complexity, to include renovations, maintenance projects and preparation of design documents, specifications, and estimates.

Core Responsibilities:

• Assists with the development of project scopes, budgets and timelines.

• Plans and coordinates administrative tasks, to include facilitating project logistics such as scheduling meetings, conference rooms, conference calls, equipment meeting minutes, filing, and answering phones.

• Processes purchase orders, invoices, and other documents.

• Coordinates RFP, RFQ, bid submittals, and award communications activities with outside vendors.

• Advances and enforces operational procedures and best practices, ensuring staff compliance.

• Communicates and provides reports to various stakeholders detailing project progress, schedules, and spending.

• Assists with tracking of project budgets and permits.

• May be required to oversee administrative staff.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

The Project Coordinator in the Integrated Project Delivery (IPD) department provides support for construction projects of varying complexities, such as capital projects, renewals, replacements, renovations, and maintenance. Collaborating closely with project managers, internal teams, and external vendors, this role assists project managers to ensure projects are completed on time, within budget, and to required (IPD) standards.

Key responsibilities include providing administrative and logistical support, managing tasks and schedules, preparing budgets, and monitoring expenditures in Projecto. The Project Coordinator acts as the primary contact for projects, keeping stakeholders informed of progress, communicating any changes, and maintaining comprehensive documentation to ensure efficiency and compliance

• Project Coordination and Administration:

  • Assist Project Managers developing project scopes, budgets, and timelines in Projecto.

  • Assist Project Managers with reviews of plans and specifications to meet the requirements of the contract documents and University standards.

  • Facilitate project logistics, including scheduling meetings, conference rooms, calls, and equipment.

  • Coordinates the start-up of major utilities and equipment and the relocation of occupants into the finished spaces.

  • Maintain current and comprehensive project documentation, plans, and reports.

  • Obtains and process project quotes, purchase orders, and other required documents.

  • Provide project reports to stakeholders detailing progress, schedules, and quality.

  • Support Project Managers by preparing weekly/monthly reports and slide decks to ensure accuracy and consistency with construction project updates.

  • Prepares and sends documents for approval using DocuSign.

• Vendor and Stakeholder Management:

  • Coordinate RFP, RFQ, bid submittals, and award communications with vendors.

  • Communicate project progress, schedules, and spending to various stakeholders.

  • Support the oversight of activities of General Contractors, Designers, and other technical service personnel.

• Budget and Expenditure Tracking:

  • Assist with budget preparation and track project-related expenditures.

  • Support Project Managers in managing RFS/Project Requests, Budget Changes, and budget reallocations between projects.

  • Process project permits with required agencies or municipalities and track progress.

  • Process project purchase orders, and tax saving Pos.

  • Process permits applications.

• Operational Compliance and Improvement:

  • Ensure adherence to university and unit-level policies and procedures.

  • Review and improve processes for greater departmental efficiency.

  • Implement operational procedures and best practices, ensuring staff compliance.

• Risk Management and Issue Resolution:

  • Assist in identifying risks and removing roadblocks that hinder project progress.

  • Assist Project Manager to identify and log risks that arise in the Project Risk Register.

  • Support Project Managers and contractors in submitting Weekend Work and Shut-down Impairment requests.

  • Coordinate Pre-Construction Risks Assessment meetings.

• Project Closeout and Compliance:

  • Execute project closeout procedures, ensuring all items are completed before final closure.

  • Utilize the contract compliance checklist to confirm all items are complete before closing the project.

  • Coordinate the start-up of major utilities and equipment and the relocation of occupants into finished spaces.

• Team Collaboration:

  • Serve as a liaison between team members, stakeholders, and management to ensure clear communication and alignment.

  • Collaborate with architects, engineers, subcontractors, and other stakeholders to facilitate project execution.

• Additional Duties:

  • Conduct site visits to observe and document construction progress.

  • Organize, attend, and participate in project meetings.

  • Assist Project Managers with assigned tasks.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in relevant field required

• Minimum 2 years of relevant experience required

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.

• Teamwork: Ability to work collaboratively with others and contribute to a team environment.

• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.

• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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