Relocation Project Coordinator

Job Description

Job Description:\n\nJob Title: Relocation Project Coordinator \nJob Type: Full-Time \nLocation: On-site at Client Site in Northern Virginia. \nSalary Range: $90,000-100,000 DOE \nAuthorization Status: Must be Authorized to Work in the U.S. \nClearance Requirements: Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12) \nAbout Aleto \nAleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications. \nWe are looking to hire motivated people who are excited to grow with us. You'll have the potential to help improve processes and help identify solutions for our government, supporting the organizations that serve American citizens across the country. We offer the opportunity to work directly with clients to have a real impact on the day-to-day operations of federal agencies. \nWe are a growing company that stands firm on our core values: Accountability, Ingenuity, Reliability, Service, and Stewardship. This is what sets us apart from our competitors. \nOur Mission, Vision, and Purpose: \n\n \n Aleto is committed to helping federal agencies improve their workspace. \n\n \n We aspire to be trusted advisors to senior executives for federal leasing and facilities operations decision-making. \n\n \n Our purpose is to enhance your workspaces with our innovations while maintaining your trust with dependable, responsible, and high-quality service. \n\nWe work hand-in-hand with our partners, from start to finish, to ensure we're identifying and delivering the best solutions based on their business needs. \nWe offer paid vacation, sick time, paid federal holidays, parental leave, full medical/dental/vision, and a 401(k) with employer match. \nWe are proud to employ a group of experts from diverse backgrounds. We recognize that recent studies show those from underrepresented groups are less likely to apply to roles if they don't meet 100% of the qualifications. We are committed to building an inclusive culture, and encourage you to leap with confidence and apply--you may be exactly who we've been looking for \nAleto is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws. \nWhat we are looking for \nAleto Inc. is looking to hire a Relocation Project Coordinator for one of its Government Client sites in Northern Virginia. This role will provide support across the entire lifecycle of leased or owned assets, including space planning, design, construction, closeout, and related analytical services. The Project Manager will oversee the organization and installation of various sized and complex furniture projects. The ideal candidate will be highly organized, hands-on, and customer-service-oriented. Additionally, we are seeking a Project Manager who is comfortable working with general contractors, both in the field and in the office, to manage federal government move management activities and clients served by Aleto Inc. and its affiliates. This position will collaborate with several internal service areas to ensure all relocation activities comply with contractual, industry, client, and government regulatory requirements. The Project Manager will also engage with accounts, transferees, and third-party carriers to facilitate smooth operations. \nInterview Process \nIf you are selected for an interview, Aleto will contact you by email to arrange an interview via an online platform, such as Microsoft Teams or by telephone. The entire interview process can average around 3 weeks from the time you are initially contacted to interview. After all candidates are interviewed, Aleto will notify you of your application status. \nIf an offer is extended, the start date is determined based on factors such as availability and the amount of time it takes for the government's background clearance process (depending on the client). \nVisit our website at to learn more about Aleto, Inc. \nRelocation Project Coordinator Essential Job Duties \n\n \n Assist in the planning, development, execution, and closeout of interior projects to support the client’s brand and workplace innovation strategy. Responsibilities include, but are not limited to: \n\n \n Scheduling and coordinating project timelines \n\n \n Estimating and budgeting for projects \n\n \n Developing Scopes of Work \n\n \n Reviewing and responding to submittals and Requests for Information (RFI) \n\n \n Reviewing and addressing change order requests \n\n \n Coordinating and assisting with moves, from individual relocations to entire group shifts \n\n \n Overseeing administration, construction management, transfer of documentation, and turnover to building O&M and branch staff \n\n \n Coordinate with both internal and external service providers, ensuring seamless project delivery. \n\n \n Lead and serve as the primary point of contact for cross-functional teams. \n\n \n Perform quality control checks throughout the project to ensure compliance with standards. \n\n \n Coordinate with client personnel, external vendors, and contractors to ensure the successful delivery of project spaces, ensuring that documentation and data meet the client’s design and software standards. \n\n \n Maintain thorough project records and provide regular status, risk, and progress reports. \n\n \n Collaborate with other on-site contract staff, including project managers, furniture specialists, communications specialists, and financial analysts, on high-visibility projects and initiatives. \n\n \n Prepare and maintain As-Built Drawings to track portfolio space and verify USF and Rentable Square Foot (RSF) according to client space standards. \n\n \n Conduct regular site walks to verify project site conditions and progress. \n\n \n Meet with clients to review documents, drawings, furniture specifications, space plans, and schedules. \n\n \n Participate in coordination meetings with architects, engineers, AV/IT teams, general contractors, GSA project and building management staff, and other stakeholders. \n\n \n Review project documents for compliance with plans, budgets, and schedules, and raise concerns to the agency staff as necessary. \n\n \n Plan and manage successful federal government relocations of up to 1,000 people, ensuring compliance with contractual guidelines. \n\n \n Collaborate with facility, project, and construction managers to develop and implement relocation project plans, schedules, and budgets. \n\n \n Lead strategy development for the RPM/FF&E on-account team and supervise additional staff and vendors through project execution. \n\n \n Ensure client satisfaction throughout the relocation and FF&E management process. \n\n \n Troubleshoot and resolve escalated move issues and concerns from move supervisors. \n\n \n Provide services for the reorganization and consolidation of existing facilities, as well as the opening of new facilities. \n\n \n Maintain project documentation, coordinate schedules, and provide onsite supervision of move activities. \n\n \n Ensure data accuracy within move management and CAFM systems. \n\n \n Prepare and update project status reports, review invoices, ensure timely payment, update tracking reports, and maintain files for due diligence and financials. \n\n \n Assist in ensuring compliance with agency acceptability criteria when vacating government buildings. \n\n \n Oversee the scheduling, coordination, and supervision of furniture delivery and installation. \n\n \n Coordinate paperwork and subcontracts involved in relocation projects. \n\n \n Serve as a liaison between the federal agency and the moving company. \n\n \n Procure and manage move labor. \n\n \n Provide move signage, general directions, and be available on-site to answer questions and resolve post-move issues. \n\n \n Track and manage move requests, ensuring work is completed on time and in line with customer and management expectations. \n\n \n Develop and maintain records to track costs and work progress through to project completion. \n\n \n Manage and cultivate a supplier network for move management needs. \n\n \n Attend off-site conferences as required. \n\n \n Oversee the auditing of data for benchmarking and compliance purposes. \n\n \n Ensure completion and filing of all required reports. \n\n \n Assist with any additional government reporting as defined by the program. \n\nALETO JOB DUTIES/ SECONDARY JOB DUTIES \n\n \n Compliance with all Aleto processes, standards, and guidelines, including utilizing the employee and intranet platforms, clocking in and/or entering time on a daily basis, submitting expense reports, providing monthly progress reports, etc. \n\n \n Participate in recurring performance development meetings with your Aleto Team Lead to discuss current job tasks, promote open dialog/feedback, recognize and celebrate wins, and review positive and purposeful approaches for meeting work-related and professional development goals. \n Attend team meetings, tri-annual company All-Hands Meetings, and other company-sponsored team-building events to foster and support Aleto's core values, vision, and culture. \n Accomplish all tasks appropriately assigned or requested. \n\nQUALIFICATIONS \nTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. \nQualifications: \n\n \n Must be able to obtain an active HSPD-12 public trust credential \n\n \n U.S. Citizenship required \n\n \n Bachelor’s degree in Architecture, Engineering, Interior Design, Construction Management, Project Management, Facility Management, or a related field. A Master's degree in any of these disciplines is a plus. \n\n \n 5+ years of related experience in project management, including the delivery of small to large interior builds, reconfigurations, move-add-change (MAC) projects (including IT and furniture), and Facility Management professional services. \n\n \n Demonstrated success as the lead project manager on multiple projects valued at $500,000 and/or 50,000 RSF or more. \n\n \n General knowledge of commercial and government workplace design, including familiarity with GSA space assignment policy and BOMA space standards \n\n \n Expert proficiency in AutoCAD for efficient drawing manipulation and use \n\n \n Ability to read and interpret construction documents and blueprints \n\n \n Understanding and application of OSHA and ADA requirements, building and safety codes \n\n \n Relocation and/or decommissioning experience is a plus \n\n \n PMP, CCM, CACM, or CFM certifications are desirable \n\nTechnological Skills: \n\n \n Proficient in AutoCAD and Revit \n\n \n Experience with MS Project, Primavera, or similar project management tools \n\n \n Familiarity with ePM software like Kahua or equivalent \n\n \n Proficient in Microsoft Office Suite \n\n \n Proficient in Google Workspace \n\n \n Ability to learn new planning, drawing, design, and specification software \n\n \n Experience with IWMS software is highly preferred; familiarity with FM: Systems is a plus \n\nRequired Knowledge and Skills: \n\n \n Strong written and verbal communication skills, comfortable presenting to clients and executive teams \n\n \n Ability to write clearly, edit for grammar and spelling, and adjust writing style to meet various needs \n\n \n Comprehensive knowledge of project management tasks, including scope, risks, procurement, scheduling, budgeting, and customer relationship management \n\n \n Highly developed interpersonal and customer service skills \n\n \n Professional demeanor, strong work ethic, and discretion when handling confidential information \n\n \n Ability to effectively communicate with internal teams, external stakeholders, and clients \n\n \n Ability to work collaboratively in a team environment while also working independently to meet deadlines and objectives \n\n \n Excellent time management, prioritization, and multi-tasking abilities \n\n \n Ability to adapt to changing priorities and work in a fast-paced environment \n\n \n Exceptional organizational skills and attention to detail \n\n \n Proven ability to make sound decisions under pressure and manage project risks \n\n \n Ability to provide strategic data analysis, offering insights beyond basic reporting \n\n \n Strong ethics, sound judgment, and the ability to foster a positive team environment \n\n \n Proven problem-solving skills, with a proactive approach to addressing issues and recommending solutions \n\nAdditional Qualifications: \n\n \n The highest level of integrity in managing confidential information \n\n \n 7+ years of experience in government relocation services and federal government procurement \n\n \n Experience with budgeting, reporting, and contract negotiations \n\n \n Familiarity with GSA’s Public Building Service is desired \n\nWhat We Offer: Benefits and Perks \n At Aleto, we recognize that our employees are our most valuable assets. We are proud to offer the following employee programs and benefits to enhance our employee’s well-being and total rewards package while practicing our core value of Stewardship. \n Pay Cycle \n Paydays are on the 10th and the 24th of each month. \n\n \n Medical Insurance \n\nFull-time employees are eligible to enroll in Aleto’s Aetna-sponsored health insurance plans. Aleto contributes $400 per month toward employee medical premiums, equal to 75% of the Employee Only premium for the HSA 3300 Base Plan. Employees may select from two HSA-eligible plans or a POS plan. \n\n \n Dental Insurance \n\nAleto provides dental insurance coverage through the Aetna PPO 2000 plan. Aleto contributes 75% of the employee’s premium. \n\n \n Vision Insurance \n\nAleto provides vision benefits coverage through the Aetna Preferred Vision. Aleto contributes 75% of the employee’s premium. \n\n \n Pre-Tax Savings Accounts \n\nThe option to enroll in an HSA or FSA depending on elected medical insurance coverage. \n\n \n Disability Insurance: \n\nCompany-paid short-term and long-term disability insurance. \n\n \n Life Insurance: \n\nCompany-paid life insurance coverage. \n\n \n Paid Time Off: \n\nPaid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year. In addition, employees are provided with a separate bank of 40 hours of paid sick leave per year. \n\n \n Retirement Plan: \n\nAleto offers full-time employees a 401(k) qualified retirement plan. \n\n \n Professional Development \n\nProfessional Development is identified as job-related training which enables an employee to improve