PROJECT COORDINTATOR

U.S. Facilities, Inc., a consolidated facility management service, is seeking a Project Coordinator for our Philadelphia, PA location.

Overview

The Facilities Project Coordinator will work closely with the Project Manager to support all facilities activities. The project coordinator role provides focused expert leadership and direction and is pivotal part of Facilities Support Services.

Maintains a high quality of service by managing service levels, productivity, and engagement. Work with various internal, external, and business support groups to understand operating requirements and deliver support and project services that meet those requirements. Not limited to:

Administrative support to the Project Manager and the Facilities organization, manage office functions including Security badge and access assignments, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, and providing general support services for the divisional staff. Additionally, the Facilities Coordinator, under the supervision of the Project Manager, will maintain records and contracts, coordinate project activities, and provide scheduling support.

This position also works on complex projects and communicates the progress and status to the other team members and management. They can conceptualize, documenting, designing, tuning and be a change agent for the area.

Duties:

Leadership

• Assist the Project Manager and APM's in all aspects of project implementation as needed.
• Develop and communicate plans and expectations for the area
• Individuals need to ensure that appropriate communications are in place to status problems and projects.
• Individuals are expected to be engaged at the appropriate times with staff when addressing issues to ensure the troubleshooting of problems and issues results in a successful and timely resolution.
• Be available to handle critical issues during normal hours and after hours as required to ensure continued business operations, achievement of service Level Agreements (SLA'S)
• Defines new procedures, processes and tools for improving the support of the operation, to minimize costs for the organization
• Provides and escalation points for customer base, business units/partners
• Drive operational efficiencies and excellence and identify solution
• Monitors, manages and improves customer/user satisfaction
• Assist with RFP's, bid information, and other contract documents.
• Assist when need to ensure payroll is timely and accurate

Job Functions:

• Coordinate all Facilities activities and support systems.
• Independently maintain and update administrative policies and processes.
• Set up, maintain, and organize department's central files, information, filing, and messages.
• Assist facilities staff in locating parts, supplies, and materials.
• Prepare internal billbacks and documents for events supported by the Facilities organization.
• Track and maintain task order cost
• Provide administrative support to the Facilities team.
• Perform the planning, directing, reporting and administrative responsibilities of this position
• Maintains visibility of all customer engagements, providing support, status and communication as required to maintain visibility and concurrence.
• Monitors problem management database and follows up with assigned personnel to ensure timely resolution of problems
• Maintains a central source of information enabling USF staff and support technicians with COOP to recover with minimal disruption to expected service levels
• Invokes problem escalation procedures to coordinate recovery
• Coordinates training requirements of USF personnel
• Maintains competency and enhances professional growth and development through continuing education and conferences
• Accurately communicates pertinent information. Assists in the development and implementation of quality improvement programs for assigned department(s)

Qualifications:

Education:

High School/Trade school, College Education preferred or equivalent job experience

Licenses/Certification/Registration:

Technical certifications not required but helpful

Experience:

• Extensive use of computerized maintenance management systems.
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers

Skills and Abilities:

• Strong analytical and problem-solving abilities.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Good written, oral, and interpersonal communication skills.
• Must have strong interpersonal skills and ability to work in a team environment.
• Responsibility for follow-up on actions based on various team projects.
• High organization skills in managing multiple projects simultaneously.
• Ability to perform and manage technically complex projects using independent judgment and personal initiative.
• Build strong internal and external relationships using effective verbal and written communication skills.
• Recognize and act on opportunities; adjust direction when situation warrants
• Work independently without regular direct supervision.
• Must be a provider of excellent customer service

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities

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