Project Coordinator-Real Estate - Boston Medical Center

POSITION SUMMARY:

The Project Coordinator works with internal and external contacts to organize the various components needed to initiate, run and conclude Campus Redesign 2.0 projects. Duties include coordinating schedules and activities, field or project verification, placing orders for supplies and services as needed, and tracking progress on requests. The position will support project managers and staff needs as they relate to successful completion of projects. Requires excellent communication skills and extensive knowledge of Microsoft based products including Visio. Position supports the maintenance of our CAFM database through Visio updates as projects conclude.

Position: Project Coordinator-Real Estate-2

Department: Real Estate and Facilities

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Initiation of project

• Support management of space by assisting with space and occupancy audits.

Planning phase of project

• Maintains project schedule which includes administrative tasks at all sites involved in the project.
• Participates in implementation and on-going project meetings.
• Follows up with team members, monitoring progress towards achievement of deliverables, to ensure adherence to deadlines and to enable the project team to more efficiently complete the highest priority work.

Execution of project

• Reviews, monitors and track progress towards completion of projects in an effort to assist in keeping projects on time and on budget. Responsible to track project changes and report updated weekly project schedule changes accordingly.
• Responsible for coordinating signage updates as needed.
• Ensure coordination of the interfaces between departments.
• Performs administrative functions such as:
  • Preparing and/or editing meeting minutes, presentations and tables.
  • Coordinate meetings as needed
  • Files all project documents (hard and soft copies).

Monitoring, Controlling and Project Maintenance

• Identifies and works to remove barriers to successful completion of the overall project, with particular emphasis on resolving issues with subcontractors.
• Facilitates decision making processes as appropriate.
• Provides timely project status updates to the Project Managers; submits for Weekly Agenda resolution meeting those problems and issues that cannot be resolved at lower levels.
• Maintain and update company CAFM database. Generates customized reports in Excel (including pivot tables, and excel space reports)
• Assists with processing invoices and purchase orders.

Closing of project

• Provides support to ensure project punch list are complete and ensure close out of any open items.
• Finalize all activities across all of the process groups to formally close the project or a project phase

JOB REQUIREMENTS

EDUCATION:

• BS/BA or equivalent work experience preferred.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• None

EXPERIENCE:

• Requires at least 2 years of relevant work experience with preference given to candidates with three or more years of experience, preferably in Facilities, Real Estate and/or Design and Construction.

KNOWLEDGE AND SKILLS:

• Require strong computer skills, including a comprehensive knowledge of Microsoft Office. (Outlook, Word, Excel, PowerPoint, Viso) and other web-based applications.
• Ability to maintain databases.
• The ideal candidate will possess strong deductive reasoning skills and the ability to work independently and as part of a team.
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
• Strong problem solving skills.

Req id: 31231