Project Coordinator - Embedded

About Visions

Visions Management began in 2007 with the goal to reimagine the experience of move management, space planning and FF&E services for our clients.  To meet this goal, we built a diverse team of experts from varied backgrounds.  Visons is a Certified Women Business Enterprise, Small Business, San Francisco Local Business Enterprise and EcoVadis Bronze Medalist (Universal Sustainability Award).

We are dedicated to fostering a diverse and inclusive environment and believe that diversity drives innovation and creativity, making us stronger as a team.  We actively seek out unique perspectives and experiences, understanding that they enrich our work and help us better serve our clients.   We believe company culture is key to the professional and personal growth of our employees.  Visions Management is committed to inspiring our people as a family first company offering an environment that promotes continued education, training, coaching, creativity and bringing ideas to life. We look forward to learning about you!

About the Team

Visions’ embedded teams work onsite supporting their client with a variety of services, including move management, event support, space and occupancy planning and more.  Team members are uniquely positioned to work within their client’s systems and processes, while delivering the excellent service and results that are emblematic of Visions.  The employees who make up the Embedded vertical rise to meet the challenge of representing the excellence of Visions for their client.

About the Role

Facilities Project Coordinator

We are seeking a proactive and organized Facilities Coordinator to oversee the coordination of various facilities-related projects, events and daily operations. The ideal candidate will efficiently manage projects and events both large and small, oversee daily ticket requests, and ensure seamless coordination of resources for campus events, relocations, and vendor management. This role requires effective communication skills, proficiency in project management tools, and the ability to work collaboratively with teams to achieve goals. Required to be on site 5 days/week.

Deliverable Role/Responsibilities

• Project Coordination - manage and coordinate a variety of facility projects and events, meeting or exceeding client’s expectations.
• Daily Ticket Requests - handle and prioritize daily facility-related ticket requests, resolving issues per agreed upon SLAs.
• Event Coordination - Successfully execute campus event requests by collaborating with various departments, coordinating resources, and meeting with stakeholders.
• Relocation Coordination - Coordinate the relocation of individuals, teams, and groups, ensuring smooth transitions with minimal disruption.
• Vendor Coordination - Work with external vendors for move and project activities, ensuring they meet project requirements and schedules.
• Project Budgeting & Scheduling - Create and maintain project budgets and schedules, allocating resources and scheduling work activities accordingly.
• PO Documentation - Provide budget documentation to support the creation of purchase orders (POs) and track project-related expenses.
• Software Proficiency - Utilize Google Docs, Quip, and Slack for documentation, communication, and collaboration with internal teams and external partners.
• Meeting Management - Participate in project meetings, including scheduling, agenda setting, and follow-up on action items.
• Team Collaboration - Work closely with team members to ensure effective communication and collaboration on projects and daily operations.
• Company Responsibilities – Attend Visions meetings as required, participate in company initiatives as requested, and represent Visions at all times.

Requirements

• 3 years proven experience in facilities, project management or related role.
• Strong organizational and multi-tasking skills, with the ability to coordinate multiple projects simultaneously.
• Proficiency in Google Docs, Quip and Slack.
• Ability to work effectively across teams, departments, and vendors.
• Experience with budget creation, scheduling and vendor management.
• Strong verbal/written communication, problem solving, analytical and independent judgment skills to support an environment driven by teamwork to provide customer obsessed support.
• Ability to handle tight deadlines and adapt to changing priorities.

Management Role/Responsibilities

• Reports to: Director of Projects & Client Services