Project Management Coordinator

The Project Management Coordinator plays a key support role within the Facilities Team, assisting the Project Manager in executing renovation and new construction projects aligned with the Agency’s Facilities Improvement Plan. This position contributes throughout the full project lifecycle—from initiation and planning to design and construction—ensuring that project activities are completed on time, within scope, and aligned with budgetary guidelines. The Coordinator helps manage timelines, deliverables, and documentation to ensure that project goals are met and Facilities continue supporting BakerRipley’s mission.

ESSENTIAL FUNCTIONS

• Ensure that 90% of projects meet scheduled milestones with minimal delays, aiming for a variance of ≤10%.
• Maintain budget adherence within reasonable approved estimates, including documented justification for change orders.
• Achieve timely and consistent project documentation and closeout materials within established timeframes for legacy and archival tracking.
• Deliver consistent stakeholder updates and maintain high satisfaction in post-project feedback.
• Ensure alignment of all projects with the Facilities Improvement Plan and overall Program mission outcomes.
• Complete at least two professional development activities per year and share knowledge across departments.

Key Responsibilities:

• Coordinates with proponent groups and building committees to facilitate rational facility planning, budgeting, and scheduling.
• Prepares requests for proposals and conducts all necessary meetings to facilitate hiring management services.
• Monitors and reports on all phases of planning and construction to ensure that implementation and prescribed activities are carried out in accordance with specified objectives.
• Coordinates all parties involved in the planning, design, and construction process by tracking tasks to completion.
• Maintains facility project budgets and supporting documentation.
• Supports pre-construction meetings, reviews bids, and recommends the award of contracts.
• Supports Facilities Contract Team in monitoring their accuracy, execution, and distribution.
• Prepares contract change orders and monitors their execution.
• Reviews contract plans and specifications for compliance with appropriate building codes and project requirements.
• Receives pay requests from professional consultants and contractors and approves for payment.
• Prepare project reports and control expenditures in accordance with budget allocations.
• Coordinates with facility occupants and assists in moving into new facilities.
• May prepare or participate in preparing abstracts, research reports, funding proposals, operations and procedure manuals, and other written material and documentation as required.
• Ensures effective and timely written and oral communication with vendors and internal stakeholders throughout all design and construction phases.
• Leads and participates in a collaborative team environment by following Facilities procedures and processes to achieve the best possible outcomes through coordination with the Facilities Dispatcher and the Management Team.