Project Coordinator

The Skirball Cultural Center seeks a mature, self-motivated, and detail-oriented Project Coordinator to support the Operations Department, which encompasses Security, Facilities, Engineering, Purchasing, Audio Visual, and Logistics. Reporting to the Deputy Director of Operations, this position is responsible for performing a wide variety of duties relating to special projects, facilities services, maintenance, purchasing, building improvements, refurbishments, and related administrative duties.

Starting salary: $29/hour

Responsibilities:

• Coordinate various contractor service agreements (e.g., landscape, pest-control, painting, pond maintenance)
• Plan, coordinate, and manage special projects and assist with developing the scopes of work for various projects
• Conduct research related to projects and daily operations
• Schedule and lead project meetings regularly with contractors and staff
• Review the Skirball’s event schedule to minimize project impact on programs, private events, and staff
• Work closely and conduct job walks with contractors and service providers to review scope of work and bid specifications
• Coordinate and schedule tasks with engineering, porters, security, AV, grounds, and outside vendors
• Create and maintain comprehensive project documentation; review progress and provide ongoing critique for completeness, coordination, and constructability
• Provide advice and assistance regarding approvals, permits, and insurance requirements
• Prepare standard documentation and reporting forms, project status updates, submittal logs, anticipated cost reports, requests for information (RFIs), and submittal and RFI tracking reports
• Obtain regular progress reports from the project team
• Update the calendar to reflect timeline shifts and project schedule changes
• Receive and verify invoices for accuracy and approvals; forward for payment
• Provide backup support to the Operations Help Desk and other Operations administrative functions
• Maintain and oversee vendor service agreements
• Attend and actively participate in staff meetings; take notes; prepare and distribute minutes
• Assist with the receipt and distribution of incoming and outgoing mail and packages
• Maintain office supplies inventory; assist with the coordination of maintenance, repair, and/or replacement of office equipment
• Prepare a wide variety of routine correspondence, forms, and reports
• Plan, organize, and coordinate department meetings, events, and training sessions
• Assist with special events and minor projects as needed
• Coordinate travel arrangements for staff
• Process invoices and purchase orders
• Respond to telephone calls and emails from staff and outside vendors

Qualifications, Experience, and Attributes:

• Bachelor's Degree in appropriate field of study or equivalent work experience in project management, risk management, and performance management
• 5 years of working experience in construction management or project management-related work
• Prior experience in an administrative role supporting operational functions
• Strong organizational skills and attention to detail, deadlines, and follow-through
• Ability to exercise good judgment and manage a changing and varied workload
• Excellent client-facing and internal communication skills and the ability to negotiate contracts and draft business documents independently
• Strong working knowledge of Microsoft Office Suite and experience with project management software tools
• Core knowledge of construction concepts
• Preferred: fluency in Spanish

Physical and environmental demands of the job: Prolonged periods sitting at a desk and working on a computer. Prolonged periods of standing and/or walking around. Must be able to lift up to 15 pounds.

Job Type: Full-time

Pay: From $29.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) 4% Match
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• How many years of working experience in construction management or project management-related work do you have?

Work Location: In person

Salary : $29