Position SummaryThe Project Coordinator supports the planning, execution, and completion of projects by coordinating schedules, resources, documentation, communications, and administrative activities. This role works closely with project managers, stakeholders, vendors, and team members to ensure projects are delivered on time, within budget, and in accordance with organizational standards and objectives.
The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced construction environment.
Key ResponsibilitiesProject Planning and Coordination- Assist in developing and maintaining project schedules, work plans, and milestones.
- Coordinate and monitor project activities progress, project deliverables, and upcoming construction activities and ensure tasks are completed according to established timelines.
- Track project progress and identify potential schedule delays or risks.
- Support Director of Capital Program in managing multiple concurrent projects.
- Support Director of Capital Program in the day-to-day administration and coordination of active construction projects.
- Track contractor progress, project deliverables, and upcoming construction activities.
- Coordinate project logistics and support issue resolution to minimize impacts to schedule and operations as directed by the Director of Capital Program
- Assist with construction phase planning, sequencing, and closeout activities.
Communication and Stakeholder Management- Schedule and facilitate project meetings, including preparing agendas and documenting meeting minutes.
- Maintain and update project schedules, action item logs, and milestone trackers.
- Monitor construction progress and identify potential schedule risks or delays.
- Coordinate meetings to review schedule performance and recovery plans.
- Prepare schedule updates and reports for project stakeholders.
- Follow up on outstanding issues and commitments to support project progress.
- Manage stakeholder action item logs
- Coordinate with facility stakeholders to minimize disruption to ongoing operations.
- Support collaboration among cross-functional teams.
Documentation and Reporting- Maintain project records, contracts, correspondence, and other project documentation.
- Track document review status and coordinate timely responses from project stakeholders.
- Ensure project files are organized, current, and maintained in accordance with document control procedures.
- Track project deliverables and ensure documentation is complete and up to date.
- Prepare project reports, presentations, dashboards, and performance metrics.
- Support document control and version management processes.
Budget and Resource Tracking- Assist with tracking project budgets, expenditures, and forecasts.
- Process invoices, purchase orders, and other project-related financial documentation.
- Support change order tracking and documentation.
- Monitor resource allocation and support procurement activities as needed.
- Identify and report budget variances or cost concerns.
Risk and Quality Management- Support project risk identification and mitigation efforts.
- Track project issues and action items through resolution.
- Assist in ensuring compliance with organizational policies, procedures, and quality standards.
- Participate in project closeout activities and lessons learned reviews.
QualificationsRequired- Bachelor's degree in Business Administration, Project Management, Construction Management, Engineering, or a related field.
- 2+ years of project coordination, project administration, or related experience.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
- Ability to manage multiple priorities in a fast-paced environment.
- Experience supporting capital projects, construction, engineering, or infrastructure programs.
- Experience supporting renovation and modernization projects in occupied buildings.
- Knowledge of project phasing, decanting, temporary facilities, and operational continuity planning.
- Experience coordinating projects within healthcare, higher education, laboratory, commercial office, or other actively occupied environments.
- Familiarity with project management methodologies and principles.
- Experience with project management and document management platforms such as Procore, e-Builder, PMWeb, Smartsheet, Primavera P6, or Microsoft Project.
- Knowledge of construction schedules and project controls.
- CAPM, PMP, or other project management certification.
PreferredKey Competencies- Construction Project coordination
- Organization and attention to detail
- Communication and stakeholder relationship management
- Problem-solving & issue resolution
- Time management & Attention to detail
- Budget tracking and reporting
- Team collaboration
- Document control and project administration
- Risk and change management
- Customer service orientation
- Schedule and milestone tracking
- Communication and relationship management
- Organizational effectiveness
Working Conditions- Primarily office-based with occasional site visits or travel as required.
- Ability to attend meetings both in person and virtually.
- May support multiple projects and project teams simultaneously.
Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer nine paid holidays and 15 days PTO that accrue per year. The salary range for this position is USD$96,000 - $115,000. Actual salaries will vary and are based on several factors, such as experience, education, budget, internal equity, project and location.
#LI-CW1
