Facilities Project Coordinator

  • Claremont McKenna College
  • United States
  • Jun 28, 2022
Full time Facilities Management

Job Description

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

 

Location:

Claremont, CA

 

Job Posting Title:

Facilities Project Coordinator

 

Job Details and Requirement:

BASIC FUNCTION:

 

The Facilities Coordinator performs a broad range of skilled administrative duties supporting the Office of Facilities and Campus Services. Primary responsibilities will include, but are not limited to, tracking and management of work orders; document management; budget reconciliation; and purchasing. The Facilities Coordinator also provides support for event management and department reports/data management.

 

Responsibilities are performed independently under general supervision of the Senior Project Manager of Facilities and Campus Services. The position requires strong organization skills, attention to detail, initiative, judgment and discretion. The successful candidate must have the technological ability and aptitude to work with the department’s systems, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment. Daily duties will change, as priorities and cyclical projects vary throughout the year.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

 

Individuals must possess knowledge, skills and abilities to perform the essential functions of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

 

Facilities Project Coordinator:

  • Help coordinate with the Sr. Project manager in regards to furniture request, ergonomic evaluations and capital request projects. Help gather estimates and floor plans for approval.

  • Review track and manage all furniture across campus for existing and new.

  • Support the Senior Project Managers by developing and maintaining documentation and checklist for internal processes related to the position; researches, gathers, organizes and maintains various documents.

  • Maintain project database, submit reports, invoices, documentation as necessary.

  • Create a tracking and inventory of furniture and fixtures across campus that is owned and operated by CMC.

  • Create and implement reports and systems to enhance operations within the department.

  • Reviews a variety of expenditures; matches purchase orders with invoices, verifies prices and mathematical accuracy of payments, applicable taxes, and account codes; ensures fund availability; review contracts and agreements; verifies management approvals, and liability insurance coverage.

  • Research pricing for supplies and vendor services

  • Research lead times and other purchasing timeliness concerns, communicate time frames to requestors

  • Maintain list of pending orders & work anticipated for projects

  • Supervise assigned projects for quality control, schedule, contractor performance, etc.

  • Research and interview new vendors and contractors, process associated agreements to establish contractors as university Vendors

  • Organize and hold Project Management meetings, provide agenda items and meeting minute sand any follow up required

  • Ensure schedule requirements are met. Readily adjust priorities and milestones based upon changing customer needs, resource availability, and job requirements.

  • Interact with the customer to validate expectations are understood and met before, during, and after project completion.

  • Provide close support and oversight for third-party construction firms, subcontractors and vendors.

  • Proactively and systematically communicate challenges, risks, and successes.

  • Oversee monthly invoicing process per project terms and negotiate appropriate change orders.

  • Meets with Departmental Representatives to discuss issues surrounding space planning, remodeling and construction change requisitions. Resolves problems and offers recommendations with estimates.

  • Takes field notes and measurements, and prepares sketches for user approval.

  • Prepares special studies as needed.

  • Coordinating and scheduling between Client, design teams, and Contractors via phone, email, texts, to ensure quality and timely completion of tasks

  • Ensure client requirements are being met via Site Observations (Quality Control) while staying consistent with the original design intent

  • Managing change orders

  • Strong customer service orientation and ability to build relationships with clients.

  • Excellent verbal and written communication skills

  • A highly organized and thorough approach to work

  • Ability to work independently and to work collaboratively in a team

  • Perform other duties as assigned

 

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment. The successful candidate will also be able to perform the following essential functions:

  • Take and follow directions.

  • Work cooperatively with others.

  • Receive and respond appropriately to constructive criticism.

  • Display a positive attitude.

  • Balance multiple tasks and priorities

  • Performs other essential duties and tasks specific to the position.

 

QUALIFICATION STANDARDS:

 

EDUCATION: 

Any combination of education, training and/or experience equivalent to High School Diploma or High School Diploma, GED or equivalent combination of education and experience is required.  Bachelor’s degree or some college course work is preferred.

 

EXPERIENCE: 

A minimum of 1 year of job-related experience with increasing responsibility is required.  Experience in private or public educational facilities is preferred.

 

LICENSES: 
A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

  • Must possess strong technology skills and familiarity with Microsoft Office products.

  • Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.

  • Excellent organizational, time management and attention to detail skills. Ability to manage multiple projects simultaneously.

  • Proven, effective problem-solving skills.

  • Must possess exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.

  • Responsibility for follow-up on actions based on various team projects.

  • Ability to interact well with faculty, staff and students from diverse academic, cultural and ethnic backgrounds.

  • Must be efficient in prioritizing work on simultaneous projects with an ability to meet deadlines.

  • Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills.  Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments

  • Must be able to process confidential information with discretion.

  • Recognize limitations of time and skill to understand when to request assistance.

  • Ability to work occasional scheduled and unscheduled overtime (including evenings and weekends).

 

REQUIRED HOURS: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours will be required.  Regular hours may vary due to needs of the College or division.  This is a twelve-month, year round position.

 

CLASSIFICATION AND STATUS: 

This is a non-exempt position.

This is a regular, full-time position.

This is a benefits-eligible position.

 

Supervisor – AB1825                                                 No 

Mandatory Reporter – CA Penal Code:                   No

Responsible Employee – Title IX:                             No

Campus Security Authority – The Clery Act           No

 

During an emergency, Required On-site or Remote Personnel provide services that relate directly to the health, safety, and welfare of the College, ensure continuity of key operations, and maintain and protect College properties. On-site Personnel are expected to come to work in emergency situations unless they are specifically excused by their departments.  On-site Personnel are required to report to Campus to perform required function.  Remote personnel can continue operations without physically reporting to campus. 

 

IPEDS Category Job Code:         

43-0000 Office and Administrative Support Occupations

                                                                                                              

PHYSICAL REQUIREMENTS:  Light (up to 20 lbs.)     

 

SUPERVISORY RESPONSIBILITY:  None

 

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.

 

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description. 

 

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).  Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose. 

 

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.

 

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.

 

 

 

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

 

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

 

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

Application Details

To apply & view more jobs please go to: https://www.cmc.edu/employment-opportunities-at-cmc

 


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