Engineering & Facilities Project Coordinator

JOB SUMMARY:

The Engineering and Facilities Management Project Coordinator is responsible for assisting the Engineering and Facilities Management Department in coordinating, managing, and overseeing capital and operating budget projects, preparing correspondence, purchasing, managing and maintaining Department records, and acting as a liaison between senior staff and end users.

COMPENSATION: $26.44/hr. – $31.25/hr. (depending on experience)

BENEFITS INCLUDE:

• Staying Healthy: Medical, Dental, and Vision (Dental & Vision currently free), Flexible Spending Account (FSA)
• Feeling Secure: Disability Insurance, Pension Plan, NY State Deferred Compensation Plan, Life & Accidental Death & Dismemberment (AD&D) Insurance, Accident Insurance, Group Specified Disease Insurance and Hospital Insurance
• Work-Life Balance: Paid Time Off (PTO: 17 days upon hire; accrue additional time after 1 year), Employee Assistance Program, Paid Holidays, Verizon Wireless Discount, On-site Fitness Center open 24/7, Employee Wellness Program, Culture & Inclusion Council, BJ’s Wholesale Club Discount, and more!

ESSENTIAL FUNCTIONS:

• Performs routine Department administrative duties, including processing invoices and routine purchasing.
• Coordinate and manage activities related to capital and operating budget projects. This includes preparing PowerPoint presentations, preparing board resolutions, developing scopes of work, preparing Independent Cost Estimates, working with Procurement to procure services, coordinating contractors and managing associated invoicing.
• Prepare and consolidate reports and associated material.
• Maintain and manage project records including correspondence, reports, Information Bulletins, Requests for Information, submittal packages, drawings, and specifications.
• Prepare agendas and meeting minutes and coordinate internal and external meetings.
• Prepare and plan office layouts, including room numbering, space assignments, office furniture configuration, equipment and fixture placement using Microsoft Visio graphics program.
• Create project line by lines and departmental moves.
• Coordinate furniture, fixtures and equipment procurement, installation and manage furniture warranties.
• Coordinate and manage signage, including room numbering/intended uses and exterior building signage.
• Plan and facilitate public hearings and meetings for projects.
• Direct communications and public outreach with affected property owners and tenants.
• Assist in real estate acquisitions, including coordinating with appraisers, relocation specialists, lawyers, and government entities.
• Research and review design elements.
• Supervise other employees and contractors working on specific tasks related to planned activities or tasks to ensure that event, task and project are completed on time and within budget.
• Coordinate and manage keying system, including coordinating with vendors and internal staff, ordering and organizing keys and associated cores – and processing associated invoices.
• Coordinate and manage door hardware upgrades, including coordinating with vendors and internal staff, ordering equipment, coordinating installation and processing associated invoices.
• Attend Safety and Security Committee Meetings.

ADDITIONAL RESPONSIBILITIES:

• Other duties as assigned.

EDUCATION & EXPERIENCE:

• Associates Degree
• Minimum of three (3) years post-Associates Degree project coordination experience.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to perform diverse, non-routine duties requiring the use of a wide range of procedures and the exercise of judgment to determine action to be taken to resolve individual problems or transactions, within standard practice.
• Ability to work within objectives defined by supervisor or by explicit procedures and rules. Self-directed. Proceeds alone on routine work and refers questionable cases to supervisor. Finished work not regularly reviewed by supervisor. Performance of tasks and activities are reviewed by supervisor on a scheduled basis.
• Strong written and verbal communication skills. Strong interpersonal skills. Ability to interface with all levels of the organization and external parties in a professional and effective manner.
• Ability to multi-task.
• Strong organizational skills.
• Strong computer skills, including proficient to advanced skills in Microsoft Windows, Outlook, Word, PowerPoint, Excel, and Visio.
• Experience working with capital and operating budget projects.

PHYSICAL DEMANDS & WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit while using hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk, hear, see, and use a computer. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.

The employee must regularly lift and/or move up to 40 pounds.

The noise level in the work environment is usually moderate.

The employee may occasionally be required to travel commercially.