Administrative Project Coordinator

Duration:   3 Months + High Chances of extension

• Coordination and reporting of work orders, utilities, internal testing, data entry, and other responsibilities supporting the department.
• Documentation: Assists leadership with documentation of status reports, issues tracking logs, etc.
• Develops, prepares or completes various project documentation/forms, reports, correspondence, contracts, regulatory documents, PowerPoint presentations.
• Communications: Responds to inquiries; provides information, resolves problems, or refers to others as appropriate.
• Coordinates efforts between Facilities Planning and Project Management divisions as well as other hospital departments.
• Listens to our constituents as we deliver our services to ensure that we are doing what is expected.
• Logistics: Assists with the organizing, scheduling and coordination of project related meetings or high priority needs.
• Completes meeting minutes and coordinates any action item follow-up. Enters and tracks the supply orders, purchase orders, and any outstanding payments.
• Office Professionalism and Etiquette: As the Administrative support person for the department.
• They will be the first point of contact for incoming service phone calls and the point of contact for colleagues and constituents of the Operational department team which requires the highest level of professionalism and courteous customer service.
• Office Management: Maintains the Facilities departmental files including contracts, permits, accreditations, and other regulatory files.
• Provides management of monthly departmental meetings including preparation of agendas, recording meeting minutes and tracking follow-up items.
• Confidentiality: Securely maintains confidential employee personnel files, highly confidential information about our strategy, projects, contracts and business environment.
• Office Equipment and Supplies: Ensures that all office equipment is fully operational, fully stocks the printers, copiers, fax and copy machines with paper daily, maintains an efficient and effective office supply inventory and coordinates Information Services, office and building repairs and maintenance, including office and kitchen cleaning services
• Performs other related duties as assigned.

Qualifications:  

• High School Diploma / GED 
• Bachelor's Degree: Preferred 

Responsibilities:

• The Administrative Project Coordinator is responsible for the support of initiating, planning, tracking and reporting multiple projects within the Facilities Department and Operational Departments.
• In addition to the project responsibilities, the administrative responsibilities will include the daily management of payments, ordering, inventory management, file and spreadsheet management.
• They will assist leadership with deliverables and/or issues; and identify, raise, and drive issues to resolution.
• They will apply effective logistics management principles as well as processes and tools to enable departmental success.
• They will also maintain the project calendar and develop agendas, record minutes, track action items and other project related duties as assigned.
• They will be responsible for ensuring all administrative, regulatory, and supply needs are met. This position will also provide administrative support to the Facilities leadership as well as the Director of Operations with this direct oversight.

Experience Required: 

• Required: At least 4 years of experience working as an Office Administrator and/or high level Project coordinator
• Experience Preferred: At least (1) year of experience working in building operations or facilities management

Shift: Day