Project Coordinator

Job Summary 

The MAC Project Coordinator will be responsible for the supporting, execution and delivery of IMF Tenant Services renovation projects, group office moves, Space & Renovations Intake as well as the client’s signage program, consistent with the standards expected for a Class A international corporate headquarters. Working with directors and project managers across multiple projects, the MAC Project Coordinator will facilitate the flow of information and guide others to safeguard the successful delivery through teamwork.  Proven experience with project delivery as well as direct experience with facilities management and operations in a dynamic corporate environment is essential.  The MAC Project Coordinator will be responsible to ensure these programs are consistently, accurately and in a timely manner planned, managed, and executed by the Able Services team and outside vendors, providing service delivery consistent with KPIs and performance metrics. 

Compensation:

$85,000 - $95,000  

The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant’s education, experience, skills, abilities, geographic location, and alignment with market data.  You may be eligible to participate in a Company incentive or bonus program.

Benefit Information:

ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit ABM 

ABM Employee Benefits | Staff & Management

Responsibility Program / Purpose Management MAC Project Coordinator

• Coordinates phases of Moves, Adds and Changes to support IMF Project Managers
• Create and implement project plans to include furniture changes, group moves, proposal and vendor resources.
• Facilitate furniture changes and assist with furniture inventory. 
• Communicates and coordinates all project related activities with IMF projects.
• Tracking and executing ServiceNOW Requests
• Ensures all projects support is delivered on-time and on-budget.
• Works collaboratively with IMF Project Managers and Client Liaisons to ensure resource availability.
• Financial Management: Input Proposals for Space & Renovations, AP, Invoices for project support 
• Strong communication and customer service skills
• Strong communication and organization skills
• Demonstrated budget management capabilities.
• Ability to execute against a project plan
• Ability to multi-task and prioritize.
• Provides ongoing process improvement as it relates to MAC.

Competencies

• Knowledge of the construction and architectural concepts and principles. 
• Performs complex tasks typically following established processes. 
• Leads and directs the work of other employees and has full authority for personnel decisions. 
• Primarily focused on goal and expectations of the client and customer
• Administering established policies and procedures but may have some impact on departmental budgeting, strategic planning, and procedural change. 

Knowledge Skills and Abilities Requirements

• Requires a bachelor’s degree and or equivalent years of services
• At least 6 years of experience in the related field; construction, architecture, interior design, facilities management
• License or certifications as needed
• Complete understanding and high working level of knowledge of AutoCAD 
• Planning and execution skills for all levels of projects 
• Ability to build collaborative relationships 
• Ability to foster teamwork
• Customer centric/client orientation/customer driven and focus
• Detail oriented 
• Interpersonal and communication skills with managing staff 
• Management skills at all levels of the client’s organization and 
• Oral and written communication skills 

MAC Project Coordinator Roles and Responsibilities for Tenant Services Projects

Description of Scope of Services

The MAC Project Coordinator will coordinate with the IMF Facilities Management Division/Facilities Operations to determine space needs, as well as plan and execute renovation projects.

The MAC Project Coordinator will support tenant renovations as directed by the IMF Tenant Renovations Manager. Projects may include but are not limited to renovations related to changes to workstations or activities requiring use of a term subcontractor.

The IMF expects Able Services to use the optimal mix of skills needed to operate, maintain, and renovate its spaces with judicious use of variable subcontracted resources if required. 

Scope of work for Minor Projects includes, but is not limited to:

• Alteration of existing IMF workspaces, setup, or creation of new workspaces.
• Installation or removal of modular or permanent office fixtures or partitions – including ceiling tiles, carpet tiles.
• Minor electrical work – installation or relocation outlets, and HVAC controls.
• Paint and spackling work, touchups.
• Ancillary support will also be provided by Able and include the following types of services:
  • Purchase and installation of office signage, name inserts, etc.
  • Supervision and coordination of moving miscellaneous office items if part of a minor renovation.
  • Hiring, training and management of variable labor support on an as-needed basis.
  • Initiation of proactive repair, refurbishment, and other appearance care activities prior to occupancy.
  • Error-free relocation of furniture, boxes, and equipment.

Self-perform all the above listed scope items, as part of base-level Tenant Services.  In the event Able, due to nature or complexity of the work to be performed, needs to use a subcontractor, it will obtain written authorization from the IMF, and provide to the IMF, the subcontractor’s information, detailed cost estimates, completion times and other pertinent information.

• MAC Project Coordinator will maintain a designated workforce of skilled resources who have the necessary qualifications, skills, and experience to perform minor renovation work. 
• MAC Project Coordinator will work closely with IMF Tenant Services Manager to ensure timely initiation and completion of renovation work, following renovation guidelines or manual developed jointly between Able and IMF.
• MAC Project Coordinator will coordinate with all other internal and external parties such as tenant services teams, IT, finance, security, procurement etc. Adhere to all Fund EHS requirements, provide all required notification to appropriate parties, and obtain all internal approvals.

The MAC Project Coordinator will support tenant renovation projects in the following manner:

• Assemble and identify specific persons on team and manage a minor project team to outline project requirements. 
• Develop a detailed implementation schedule, project budget, and communications plan.
• Make recommendations with respect to existing furnishings, relocation, and installation of equipment, and move phase consolidation.
• Provide inventory of said furnishings and determine what can be utilized from inventory and what is to be procured.
• Provide project administration including pre-renovation or project conferencing, approvals of vendor/subcontractor plans, pricing and schedules, facilitation of team and project staff meetings.
• Deliver project coordination and communication (signage or wayfinding guidelines, IMF Department coordination, project notes, request tracking, etc.)
• Conduct meetings (with frequency to be determined by project) with various stakeholders.
• Track project expenditures against budget; review and verify subcontractor requests for payment, issue punch lists and conduct final inspections.

MAC Project Coordinator Roles and Responsibilities for Moves Services for Support Projects 

Move services will address intra-office/building relocation moves (within same building) or between HQ1 and HQ2, external moves (IMF staff moving out of headquarter location) as well as onboarding new staff and outgoing staff.

Moves and relocations can range from box moves to complex multiphase relocations supporting renovations and capital projects. For all major moves, the MAC Project Manager shall provide a separate IT installation team, working in conjunction with IMF-ITD to perform the disconnection, moving, reconnection of all IT/AV equipment. Work shall not be considered complete until the IMF-ITD representative has approved and verified the equipment is operating. For minor moves, the FSP should perform these IT related services. 

The MAC Project Coordinator is expected to provide resources comprised of full time and variable staffing with demonstrated expertise in the planning and execution of minor renovation activities. This includes programming, planning, budgeting/estimating, relocation, furniture installation, furniture management, and move support services delivered on both an ongoing and variable basis.

When approved and required by the IMF, moving labor needs are supplemented using a term contract with a moving firm. This contract provides for labor, vehicles, and move materials/equipment on an as-needed basis to supplement the current contractor's dedicated personnel. IMF should also be able to procure this service from Able Services.

Large Group Moves - Involves moving current staff (groups of 7 or more). These moves are typically completed over a weekend and can be phased.

Office Furniture Changes - Involves the following activities:

Working from either fully developed space plans or drawings, developing a scope and plan for requisitioning, scheduling, installing, reconfiguring, moving, and repairing systems and non-systems furniture. Involves as required, the receipt, inspection, and installation of newly purchased furniture as well as the removal and reinstallation of belongings and equipment in the same space.

Office furniture changes typically involve a maximum of 17 workstations per phase and limited, if any, construction. A third-party vendor usually delivers and installs the new furniture. 

Furniture Revision tasks include, but are not limited to:

• Development of plans and schedules for refurbishment and disposal.
• Coordination of miscellaneous move-related installations (artwork, whiteboards, work surface adjustments etc.).
• Moves with Renovations - Includes the following activities:
• Removal, inspection, and inventorying of furniture and fixtures in advance of the renovation activity.
• Evaluation of current inventory against the inventory required for the new furniture space plan.
• Repair/refurbishing/replacement/augmentation of removed inventory.
• Installation scheduling and coordination with all relevant internal and external service providers and stakeholders including evaluation of event schedule. Can include furniture moves, ergonomic assessments, construction, power/data outlet changes, and coordination with new furniture installation.
• Reinstallation of belongings and equipment of workspace(s) undergoing renovation.
• Moves are typically completed over a weekend and can involve multiple phases.

Moves with Support Projects/Renovations - Includes the following activities:

• Removal, inspection, and inventorying of furniture and fixtures in advance of the renovation activity.
• Evaluation of current inventory against the inventory required for the new furniture space plan.
• Repair/refurbishing/replacement/augmentation of removed inventory.
• Installation scheduling and coordination with all relevant internal and external service providers and stakeholders including evaluation of event schedule. Can include furniture moves, ergonomic assessments, construction, power/data outlet changes, and coordination with new furniture installation.
• Reinstallation of belongings and equipment of workspace(s) undergoing renovation.
• Moves are typically completed over a weekend and can involve multiple phases.

Description of Scope of Services

Relocation activities are supported by the MAC Project Coordinator as part of both the tenant renovations and move management scopes. All renovations costing less than $75,000 will be performed by Able Services at the direction of the IMF Tenant Renovations Manager. 

The MAC Project Coordinator is expected to provide required resources with demonstrated expertise in the planning and execution of small renovation activities including the execution of moves. This includes programming, planning, budgeting/estimating, small renovation execution, relocation, furniture installation, furniture management, and move support services delivered on both an ongoing and variable basis.

The MAC Project Coordinator will provide all resources to fulfill these responsibilities including, but not limited to:

• Staff structure, management and supervisory approach designed to effectively blend maintenance, operations, and appearance care staff to achieve optimal renovations, furniture management, and move support services in a cost-effective manner.
• Appointment of an appropriate manager-level single point of contact for all move and renovation activities per project.
• Directly address IMF’s goal to perform move-related activities to the highest standard.
• Performance of move activities around and outside of normal business hours with minimal disruption
• Provision of fully trained, security-approved, professional, variable resources for renovation management, move management, installation, and move activities fully able to respond to variations in workload.

The IMF’s stated goal is to deliver move planning and execution services that are highly responsive and sensitive to the operating needs of the IMF departments. The desired service level is to have all moves completed by 8:00am on the morning of a staff’s move-in.

Representative activities and expectations include, but are not limited to:

• Self-performance of moves by the Able Services unless exceptions are warranted, and request granted by the IMF. 
• All moves, including those requiring workspace reconfigurations, will not be considered as projects (minor or otherwise) – minor projects will only be triggered by defined criteria set forth under renovations, which is also under purview of Tenant Services and discussed separately.
• We will provide adequate workforce supervised by designated and experienced move coordinator or manager to process and oversee all types of moves on a one stop basis – move coordinator will have at least 3 years of pertinent experience in corporate moves.
• Flexibility in base level move services to accommodate moves during day and evenings on weekdays without overtime, with provision to provide moves also over weekends if circumstances warrant – such as in the case or urgent or largescale moves.
• All move requests to be processed through IMF’s current move management technology platform, with ability for IMF facilities or tenant services staff being able to track progress on move requests or tickets that are open, and ability to modify move request parameters and/or dates midway through process.
• All moves will follow well-defined move protocols, jointly identified, and approved by IMF and Able Services, with predefined closing timelines and escalation pathways for unanticipated challenges and/or delays.
• Post move inspections will be completed, and a move satisfaction survey will be completed by the move requestor or staff, to close out move project or service that is rendered by the FSP. Inspection will be aided by a standard punch or check list of items that will address all aspects of move execution including satisfactory hookup of telecom and IT equipment. At time of Post Move inspection, all work will have been completed. This includes construction, furniture setups, signage, IT/AV equipment, etc.

Additionally, for group moves, the MAC Project Coordinator will be responsible for:

• Review of preliminary and final space/furniture plans. Note, the MAC Project Manager is responsible to develop space/furniture plans for minor renovations and furniture plans for major renovations.
• Evaluation of project scope and schedule and formulation of individual move scopes, plans, and schedules.
• Development and communication of relocation schedules.
• Both leading and participation in meetings with the IMF department office managers and move coordinators, project managers, Facility Operations (i.e., Facility Manager and Assistant Facility Manager) renovation managers and other IMF service providers.
• Identification of special needs, equipment, time frames, etc.
• Scheduling and coordination of IT tasks associated with moves.
• Office signage, name insert shall be installed before staff moves into space.
• Scheduling and delivery of miscellaneous items as requested (copy paper, empty moving boxes, portable white boards, and flip charts).
• Hiring, training and management of variable labor support on an as-needed basis.
• Performance of detailed inspections and assessments of existing /renovated space. Initiation of proactive repair, refurbishment, and other appearance care activities prior to occupancy.
• Error-free relocation of furniture, boxes, and equipment.

Produce monthly, quarterly reports detailing number and types support moves and projects by IMF department, number of employees impacted or involved, budgets, the FSP hours tracked for move and other details as agreed to by IMF and Able Services. 

Salary : $85,000 - $95,000