Project Coordinator - $1000.00 Sign-On Incentive

Overview

At Orange County Government, we are proud to serve the public with integrity, honesty, fairness, and professionalism. We develop innovative policies and services that impact Central Florida and shape the future of our community. We believe in hiring the very best. Our workplace experience sets us apart and makes us a great place to work. Our goal is to create an environment of exceptional organizational values, customer service standards, and employee satisfaction. Orange County Government is committed to providing equal opportunity in employment and services to all individuals.

The Orange County Real Estate Management Division is responsible for all aspects of real estate for Orange County including acquisition, valuation, disposition, leasing, and asset management. To accomplish these responsibilities, the Division has five teams: Right of Way, Appraisal, Development, Leasing and Asset Management. Each team supports the Division’s overall operations through their respective roles, as well as their collaboration with the other teams. The Division is committed to providing a work culture that emphasizes mutual respect, trust, career development, and a collaborative work environment that recognizes individual achievements.

The Division is seeking a hardworking, self-motivated organized person to join the team for the role of Project Coordinator. The Project Coordinator will assist the Division’s teams where needed for all Real Estate Management functions, to include but not be limited to acquisition, disposition, and management of real property assets for Orange County.

Job Description

General Functions

Conducts special project assignments and provides administrative support to the assigned division. Responsible for providing administrative support to the Division Manager/Director and conducting assignments to enhance and improve division operations. Research, analysis, and evaluation of programs, projects, and operational procedures are performed as part of this classification.

Work is performed with considerable independence under the supervision of an assigned Supervisor or Manager. Performance is reviewed through observations, reports and results achieved.

Representative Duties/Assignments

• Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification.
• Gathers, analyzes, and evaluates data on division programs, projects, and operational procedures to identify areas for improvement and increased efficiency.
• Plans, executes, and monitors special projects ensuring timely and accurate completion of tasks.
• Provides comprehensive administrative assistance to the Division Manager/Director, including scheduling, preparing reports, and handling correspondence.
• Develops and presents recommendations based on research and analysis to enhance division operations and achieve organizational goals.
• Liaises with internal and external stakeholders to coordinate division activities, address inquiries, and maintain effective communication channels.
• Prepares detailed reports, summaries, and presentations on project progress, findings, and outcomes for review by the Division Manager/Director and other relevant personnel.
• Research Commissioners and public inquiries and respond accordingly. May act as the point of contact for Public Information Request and/or county agencies. Compiles responses to Public Information Requests and/or discovery requests.
• Assist direct supervisor by tracking, coordinating, and ensuring the completion of projects across multiple teams and other county departments.
• Monitors and updates project progress in tracking software, ensuring timely task completion, identifying bottlenecks, and proactively addressing delays.
• Serves as the primary liaison for project tracking software, ensuring data integrity and completeness by regularly reviewing project entries and working with team members to update missing or incomplete information.
• Conducts detailed reviews of tracked project milestones, providing progress reports to management and making recommendations for workflow improvements.
• Regularly follows up with internal teams, consultants, attorneys, property owners, and external agencies to collect required documentation, approvals, and compliance materials to further project goals.
• Schedules and facilitates project status meetings, records key decisions, tracks deliverables, and ensures action items are completed.
• Collaborates across teams to standardize tracking processes and ensure consistency in project reporting.
• Serves as a point of contact for public inquiries and county agencies, providing accurate updates on project status.
• Manages, coordinates, and documents all project-related communications, ensuring that all stakeholders are informed and aligned.
• Prepares and submits purchase orders, delivery requests, and administrative documents necessary for project execution.
• Assists in identifying project goals and objectives, developing metrics to measure project success, and ensuring alignment with Division priorities.
• Supports coordination of workshops, meetings, and Division-wide events, ensuring logistics and documentation are handled efficiently.
• Research Commissioners and public inquiries and respond accordingly. Compiles responses to Public Information Requests and/or discovery requests.
• Review invoices and ensure cost control measures, prepare payment memos, and coordinate with the finance team and comptroller to ensure timely payments to vendors and contractors.
• Responsible for managing the process of obtaining quotes, issuing Purchase Orders (PO), and Delivery Orders (DO).
• Responsible for receiving and processing Ad Valorem taxes, coordinating with the comptroller for payment processing on a yearly basis, and working with the Project Manager to incorporate tax expenses projections into the annual budget.
• Administers, manages, and enforces all County parking leases and agreements, including tracking parking permit usage per lease terms, ensuring financial payments align with agreements, and conducting quarterly reconciliations with internal records and user agencies to maintain accuracy and compliance.
• Coordinates demolition projects, including developing the scope of work, securing estimates, obtaining permits, and overseeing the project through completion.
• Coordinates with county agencies, facilities management, code compliance and Sherrif’s Office to address and resolve complaints involving and trespass on County property.
• Prepare and administer the surplus property process for the Division.
• Ensures compliance with contracts and agreements. Reviews and enforces compliance with all contractual requirements, including insurance, reconciliation, signature authority, Roadway Agreement Committee (RAC) assignments, and Adequate Public Facilities (APF) provisions.
• Verify project documents for accuracy, including notary blocks and signatures, and recommend corrective actions as needed.
• Report identified operational inefficiencies and works closely with direct supervisor to recommend procedural solutions and assists with drafting implementation plans under leadership guidance.
• Assists REM staff both in the office and in the field by notarizing or witnessing documents as needed and upon request.
• Performs other duties as assigned, supporting project execution and Division initiatives as needed.
  
  
  

Minimum Qualifications

Bachelor's degree from an accredited institution and three (3) years of experience in real estate contract management, project management, lease/property management, entitlement and development, appraisal, title processing, or related real estate activities. In lieu of the degree requirements, additional relevant experience may be substituted on a year-for-year basis.

Possess and maintain a valid Florida Driver's License.

Possess a Florida notary license or be able to obtain it within three (3) months of hire.

Preferences

Intermediate equipment and computer software skills including Windows-based computers, Microsoft Office Suite, Adobe Pro, and virtual meeting platforms.

Experience with Monday.com, Aurigo, the County’s Land Development Management System (LDMS) and/or other project management or land management software.

Passionate and motivated to learn about the real estate industry.

Project management skills.

Ability to collaborate in a team environment.

Detail oriented, ability to plan, organize and coordinate work projects.

Strong written and verbal communication skills.

Ability to manage competing priorities, work well under pressure, and remain flexible to constantly changing schedules and demands.

Ability to establish credibility and be decisive, coupled with the ability to recognize and support the organization’s preferences and priorities.

Application Deadline

Open Date: 03/21/2025

Close Date: 04/04/2025

This posting is subject to close without prior notice.

Salary Information

Pay Grade: 015 - From $24.27 to $31.55

FLSA Status: Exempt

Placement based on Education and Experience

Benefits

• 10 paid holidays and up to 2 floating holidays annually.
• 18 days paid time off per year.
• Longevity bonus based on years of service.
• 6 days of paid TERM (sick) time annually.
• Low-cost medical, dental, vision, additional life insurance.
• Free basic life, long term disability, and employee assistance for all the family members effective on day one.
• Participation in the Florida Retirement System.
• Employee assistance program includes multiple free one on one sessions with licensed counselors and online tools for legal advice, financial planning, personal life balance, etc.
• Free access to Wellworks gyms and Orange County Recreation Centers.
• Free onsite wellness coaching, including dietician and nurse.
• Tuition reimbursement program.
• Earn service time to forgive student loans.
  
  
  

Disclaimer: Benefits may vary for employees under collective bargaining agreements.

For more information on Benefits visit - https://www.ocfl.net/EmploymentVolunteerism/EmployeeBenefits.aspx

Veterans Preference

If you are claiming Veterans' Preference, you are responsible for providing the required eligibility documentation by the closing date of the posting. Please scan and upload a copy of your cover letter and supporting documents, to Orange County Human Resources Division via the secure Box.com folder.

Your cover letter should include the Job ID number you are applying for, the title of the position, your full name and the last 4 digits of your social security number. *If you are a current employee returning from active military service, you may be eligible for promotion preference if the active military service qualifies for Veterans' Preference. Please note that Veterans' Preference applies only to a Veterans' first promotion after reinstatement or reemployment, without exception.

Educational Requirements

If your education was obtained in the United States, the County recognizes degrees or diplomas which are accredited by an agency recognized by the United States Department of Education (USDE) or the Council for Higher Education Accreditation (CHEA). If you have obtained education from a country other than the United States, your degree or diploma must be evaluated to determine the United States equivalency by a member of the National Association of Credential Evaluation Service (NACES) or the Association of International Credentials Evaluations (AICE) at your expense.

Address

400 E. South St.

Orlando, FL 32801

Notes

Selected candidate will be required to successfully complete the pre-employment drug, physical and background check.