Facilities Project Coordinator

Job Title

Facilities, Safety and Security Director

Job Description

This position reports directly to the Facilities, Safety and Security Director under the Administrative Offices Division and provides professional support and expertise to the FSS Director in areas such as coordinating any assigned building repairs, upgrades, renovations, staff relocations, and any facilities related maintenance and special projects. Must be able to work under minimum supervision. Property Management

• Coordinates the property management of DOR leased and owned spaces, ensuring that day-to-day business operations are maintained without interruption.
• Responds to all maintenance and project requests. Exercises professional judgment to evaluate and prioritize facility issues, distinguishing between routine repairs and high-priority emergencies.
• Coordinates and facilitates the maintenance, modification, and repair of the department's physical facilities. Collaborates with landlords, outside vendors, and business associates as assigned by the Facilities Director. Acts as the primary facilitator for resolving facility-related complaints and works directly with Property Managers to resolve both short-term repairs and chronic, long-term issues. Verifies the completion of all work and confirms that reported problems have been fully resolved.
• Performs periodic building and site inspections of DOR facilities statewide to identify deferred maintenance items, safety hazards, or security vulnerabilities. Ensures all facilities remain in safe, functionally operational condition. Integrates ADA evaluations into the inspection process and coordinates quarterly inspections with Office Managers, following up with landlords to ensure compliance.
• Partners with landlords of leased facilities to ensure that all maintenance contracts and services strictly adhere to the established lease terms and conditions.

Facility Improvement Projects

• Assigned as the Project Coordinator for facility improvement projects based on technical expertise. Acts as the lead for multi-disciplinary professional teams engaged in the design and execution of facility projects.
• Applies advanced principles, methods, and tools for project execution, including scheduling, coordination, monitoring, and evaluation. Manages project resources and performance while adhering to budget estimates, confirming funding for proposals, and overseeing vendor payments for materials and services.
• Coordinates all improvement and construction-related projects and services with landlords, contractors, vendors, and tenants to achieve the defined scope of work. Manages all written correspondence regarding facility matters, including contracts, project updates, and Requests for Information (RFIs).
• Collaborates with the FSS Director and agency management to determine, review, and address facility-related decisions and activities. Submits detailed written reports and maintains meticulous documentation and correspondence files.
• Partners with the FSS Director to provide expertise on efficient workspace layouts, productivity enhancements, workflow standardization, interior finishes, and comprehensive project management.
• Ensures strict adherence to safety procedures and regulatory requirements. Works with Landlords to ensure DOR facilities meet Americans with Disabilities Act (ADA) standards and consults with the ADA Coordinator as necessary to ensure compliance.
• Identifies long- and short-term trends in agency facilities. Provides critical data regarding facility needs, including building repairs, infrastructure upgrades, renovations, staff relocations, building security, and special projects.

Technical & Operational Support

• Develops and implements appropriate policies and procedures related to areas of responsibility as needed or requested. Works closely with the FSS Director to develop, update, and maintain facility-related processes and procedures to ensure operational excellence.
• Ensures strict compliance with all Department of Revenue (DOR), Department of Personnel Administration (DPA), and Property Manager policies and procedures. Collaborates with DCS to develop and execute comprehensive preventive maintenance programs for State-owned facilities.
• Applies advanced technical skills to provide high-level operational support, ensuring all tasks are performed effectively, efficiently, and within established timelines. Offers expert guidance and support to colleagues within their area of expertise.
• Attends and participates in facilities, safety, and security training and meetings, acting as a professional and authoritative representative of the Department at all times.
• Participates in cross-training initiatives with team members to ensure seamless operational continuity. Develops and maintains backup protocols for all assigned responsibilities to serve as a reliable resource during staff absences.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Residency Requirement: This posting is only open to residents of the State of Colorado at the time of submitting your application. Class Code & Classification Description: H1B3XX - ADMINISTRATOR III Minimum Qualifications: Experience Only: Six (6) years of relevant experience in facilities management; project management; or property management., or Education and Experience: A combination of related education in Facilities Planning and/or relevant experience in facilities management; project management; or property management equal to six (6) years NOTE: If submitting a transcript, certification or other relevant materials, candidates may redact information that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution. Preferred Qualifications: The ideal candidate will possess the following skills:

• Experience in planning and coordination of new building projects, remodel projects, and office moves within state rules and regulations.
• Experience using software such as Visio, MS Office and Google Suite, emails and calendars to document and track activities.
• Experience in creating or implementing facility standards, policies, and procedures.
• Demonstrate ability to multi-task and the ability to organize and facilitate groups.
• Demonstrated flexibility and ability to handle simultaneous, competing priorities, often with minimal notice.
• Ability to work independently and get assigned duties accomplished within the specified timeframes.
• Ability to work in a flexible environment requiring constant change and accountability.
• Proven ability to work independently and accept supervision.
• Demonstrated analytical skills, and attention to detail.
• Demonstrated experience in problem solving/troubleshooting.

Conditions of Employment with the CDOR: Employees are in a position of public trust in the performance of their job duties and must operate in a manner that maintains the highest standards of honesty, integrity, and public confidence.

As a condition of employment with the CDOR, all personnel must file all necessary Colorado Individual Income Tax (CIIT) returns and pay tax obligations, therefore all employees must undergo a pre-employment evaluation of their tax records/accounts to ensure compliance with this policy. Final candidates must also complete a successful background investigation and reference check prior to appointment. Certain positions based on duties may require scheduled background investigations.

Pursuant to the Universal Driving Standards Policy, any worker who will be expected to drive a State-owned vehicle is responsible for maintaining a safe driving record and a valid driver license prior to driving any State-owned vehicle.

To be compliant with the new fleet vehicle policy, Motor Vehicle Records (MVRs) will be pulled for review for workers who:

• Have an assigned State fleet vehicle
• Are required to operate a vehicle as part of the position
• Utilize a State fleet vehicle as a pool vehicle

Minimum Qualification Screening

A Human Resources Analyst will only review the work experience/job duties sections of the online job application, to determine whether you meet the minimum qualifications for the position for which you are applying. Only complete applications submitted before the closing date of this announcement will be reviewed.

• Applicants must meet the minimum qualifications to continue in the selection process for this position. Do not use "see resume" or "see attached" statements on your application.
• Cover letters and resumes will not be accepted in lieu of the official State of Colorado online application. Part-time work experience will be prorated.
• Recommended attachments: Resume, Cover letter (Optional if Manager is requesting them)
• List your employment history starting with the most recent job, including part-time, temporary, and volunteer jobs. If more than one job was held with a given organization, list each job held as a separate period of employment.
• Information must be accurate, including dates of employment. If it is found that information provided is falsified, you will not be considered for a job with the State of Colorado and/or may be removed from a job after hire.
• The eligible list established from this posting may be used to fill additional vacancies.

Email Address: All correspondence regarding your status in the selection/examination process will be conducted via email. Please set up your e-mail to accept messages from "state.co.us" and "View email address on click.appcast.io" addresses. It is your responsibility to ensure that your email will accept these notices and/or review your junk mail and spam filtered email.

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Colorado Department of Transportation