IT Project Coordinator jobs in Petaluma, CA

Attachment A: Position Description

Visions Management Job Description

Title: Project Coordinator

The Project Coordinator manages key client projects and works closely with a Senior Project Manager. Project Coordinator’s responsibilities include the coordination and completion of projects on time, within budget, within scope, while maintaining a “client first” approach. The Project Coordinator will oversee all aspects of their projects; sets deadlines, assign responsibilities, monitor, and summarize progress of project and prepares reports for upper management regarding project status and support Senior Project Managers in the tasks associated with their projects.. Assigned may range from variable projects to embedded services and fluctuate between.

Position Goals:

• Successfully plan and manage moves of various sizes
• Works as part of the Project Team, development of scope and schedule for project work
• Ensure client satisfaction throughout the move management process
• Ensure all move management activities are performed in a manner consistent with documented processes and Visions Management’s standards
• Adherence to move management schedule and budget
• Ensure data accuracy within move management systems
• Ensure compliance with all key performance indicators
• Enhance own professional and personal skills
• Meet assigned financial targets

Role/Responsibilities:

• Receive and process client move requests
• Proactively manage project-related issues on account or assignment
• Provide a single point of contact for all move management activities
• Participate in planning meetings hosted by the client, occupancy planning and other key stakeholders
• Establish move project goals and objectives, making changes where necessary to ensure desired project results
• Develop and implement move project plan and budget through collaboration with the facility manager, project manager and construction manager as required
• Prepare/update project status reports, review invoices and ensure timely payment, update tracking reports, and maintain files for due diligence and financials
• Demonstrate a proactive focus on meeting client and project requirements in a timely and cost-effective manner
• Incorporate best practices into move projects
• Initiate and manage meetings to review move schedules with move vendors and key stakeholders
• Ensure move processes are managed in accordance with the client’s policies and procedures
• Manage move labor
• Manage supporting suppliers (technology, furniture, cabling, data, A/V, etc.)
• Evaluate vendors to ensure compliance with Visions Management’s standards of performance
• Ensure all project initiation, execution and closeout documentation are complete
• Comply with all Visions Management’s policies and procedures, including but not limited to time & expenses, ethics, and business practice

Interactions:

Reports to: Account Lead or Team Lead/ Operations

Facilitate communication between the following stakeholders:

• Client, move points of contact and moving associate
• Vendors and supporting suppliers
• Project Manager
• Occupancy planners
• Move Management team lead

Technology Proficiencies:

• Proficient in Google documents, Smartsheets and Dropbox
• Ability to utilize the Microsoft Office suite of technologies, with strong Excel skills

Required knowledge, skills, abilities, and experience:

• Three to five years of facility, project or construction related experience in a Corporate Real Estate environment
• Background in project management, construction management, architecture or project strategy planning is desirable
• Organizational skills with the ability to identify and manage priorities
• Excellent written and verbal communication skills
• Detail oriented
• Flexibility with work hours and travel as needed
• Ability to multi-task and work both in a team and independently
• Strong working knowledge of architectural drawings and furniture and space planning concepts
• Highly organized with strong analytical skills
• Strong interpersonal skills with an ability to interact with executive level external and internal clients
• Ability to facilitate communication between the following stakeholders:
• Client, move points of contact and moving associates
• Vendors and supporting suppliers
• Project Manager/Occupancy Planners
• Move Management team leads