PROJECT COORDINATOR

Job Summary:

The Facilities Project Coordinator supports the Planning & Facility Design department in coordinating in-house renovations and capital projects, helping to ensure they are completed on time, within budget, and in alignment with the hospital’s strategic goals. Working under the direction of the Director or Project Manager, the Facilities Project Coordinator assists with project scheduling, vendor coordination, budget monitoring, and documentation. This position also supports system-wide standards for interior finishes, furniture, and space allocation. Additional responsibilities include assisting with space programming, predictive space modeling, capital planning, and the maintenance of accurate facility documentation (including BIM models). Some after-hours or weekend work may be required to facilitate access to occupied spaces or respond to urgent facility needs.

Key Responsibilities:

• Project Coordination
  • Assist in project oversight: Collaborate with the Director or Project Manager to coordinate in-house renovation projects and support larger capital initiatives, ensuring adherence to established timelines, budgets, and hospital objectives.
  • Vendor & Consultant Coordination: Schedule and track the work of external consultants, contractors, and vendors, making sure deliverables meet quality and compliance standards.
  • Workflow & Communication: Help develop, implements, and maintain procedures, workflows, and communication protocols that guide departmental efforts.
• Interiors, Furniture Standards and Artwork
  • Standards Support: Assist with the investigation, documentation, and implementation of system-wide standards for interior finishes, furniture, and artwork.
  • Inventory & Procurement: Track surplus inventories of furniture and artwork, assist with budget monitoring, procurement processes, and vendor relationships, ensuring alignment with hospital guidelines and financial constraints.
• Space Planning
  • Data Collection & Documentation: Support space programming efforts by gathering necessary data, estimating project costs, and schedules, and documenting existing facilities for both current and future needs.
  • Predictive Modeling & Policy Support: Assist in the development and maintenance of space allocation standards, predictive space modeling, and associated institutional policies and procedures.
  • Coordination of Space Management Tools: Contribute to the creation and refinement of tools that communicate and implement facility and operational readiness for both renovation and new construction projects.
• Facilities Documentation and Compliance
  • Documentation Maintenance: Work closely with project teams to accurately record existing conditions, update drawings, and manage relevant project documentation, including digital archives.
  • BIM Model Support: Aid in developing, updating, and maintaining BIM models to ensure accuracy for project planning, execution, and compliance reporting.
  • Archive & Transition: Assist with organizing legacy drawings and contributing to the department’s ongoing transition to BIM-based data management system.
• Other Duties as Assigned:
  • Additional Departmental Tasks: Execute miscellaneous tasks assigned by the Director or Project Manager in support of departmental goals and priorities.
  • Flexible Scheduling: This role may occasionally require work outside of normal business hours, including weekends or evenings, to coordinate access to occupied areas, meet project deadlines, or respond to emergency events.
• Performance Expectations:
  • Demonstrate ability to read and interpret construction documents, specifications, and basic life safety codes.
  • Possess working knowledge of BIM software (Revit), Autocad and rendering tools as needed.
  • Contribute to organization and maintenance of facility standards, ensuring documentation is accurate/up to date.
  • Show strong organizational and scheduling abilities, assisting with the development of project programs, budgets, and timelines.
  • Communicate effectively with facilities team members, leadership, staff, external partners, maintaining professionalism and clarity in all interactions.

Qualifications:

Education/Skills

Bachelor degree in Architecture or Architectural Engineering Technology preferred. Associates Degree in BIM/CAD related field minimum requirement for early entry position. Proficiency with Autocad, Revit (BIM) and Microsoft Office suite is required. Experience with Lumion or other rendering software is preferred. Strong organizational and planning skills, able to work independently and manage multiple tasks concurrently. Excellent written and verbal communication skills for coordinating with staff, vendors, and leadership.

Work Experience:

Minimum of 1-3 years of experience in a professional environment where similar technical and coordination skills were utilized. Preferred 3-5 years of design and construction experience in healthcare facilities or a similarly regulated environment.

Mental Demands:

Courtesy, diplomacy, and cooperation in dealing with visitors and staff members, Must demonstrate excellent planning, delegating, organizational, and decision making skills, use good judgment under pressure, practice good public relations, perform repetitive tasks with close attention to detail and frequent interruptions, demonstrate initiative and cooperativeness.