Coordinator, Facilities Planning

Job Summary

The Coordinator, Facilities Planning plays a key role on the Facilities Planning team, responsible for coordinating, and executing various aspects of assigned construction and space projects, and related departmental programs or events. This position requires close collaboration with Director, project managers, external partners, and other stakeholders to ensure projects are completed on time, within budget and to the highest standards. The Coordinator handles routine inquiries, assists with completing forms, applications, reports, and ensures clear communication across all parties involved, while maintaining compliance with Florida Board of Governors (BOG) guidelines.

Job Description

Typical duties include but are not limited to:

• Coordinates with project managers to execute administrative and procedural aspects of assigned projects, including creating and maintaining schedules, tracking progress, and troubleshooting to ensure projects stay on track.
• Collaborates with internal and external stakeholders to ensure preparation and execution of documentation, permits, compliance materials, and agreements are aligned with approved project schedules.
• Prepares and updates project documentation, generates reports on budget and scheduling compliance, and monitors overall project goals.
• Reviews project invoices to ensure compliance with contracts and agreements.
• Submits invoices for payment and tracks all project expenditures.
• Under supervisor guidance, make day-to-day decisions to ensure project remains on scope, on schedule and on budget, while identifying potential risks and issues early, and developing and communicating effective solutions.
• Assists in coordinating available FGCU resources (e.g. personnel, materials, and departmental budgets) to ensure both office operations and assigned projects run efficiently.
• Assists in maintaining work quality to ensure compliance with design, objectives, regulations, and University standards.
• Delivers exceptional customer service to all stakeholders by promptly addressing requests and complaints with a service-oriented approach, maintaining professional communication, and ensuring complete customer satisfaction throughout the project lifecycle.

Job Summary

The Coordinator, Facilities Planning plays a key role on the Facilities Planning team, responsible for coordinating, and executing various aspects of assigned construction and space projects, and related departmental programs or events. This position requires close collaboration with Director, project managers, external partners, and other stakeholders to ensure projects are completed on time, within budget and to the highest standards. The Coordinator handles routine inquiries, assists with completing forms, applications, reports, and ensures clear communication across all parties involved, while maintaining compliance with Florida Board of Governors (BOG) guidelines.

Job Description

Typical duties include but are not limited to:

• Coordinates with project managers to execute administrative and procedural aspects of assigned projects, including creating and maintaining schedules, tracking progress, and troubleshooting to ensure projects stay on track.
• Collaborates with internal and external stakeholders to ensure preparation and execution of documentation, permits, compliance materials, and agreements are aligned with approved project schedules.
• Prepares and updates project documentation, generates reports on budget and scheduling compliance, and monitors overall project goals.
• Reviews project invoices to ensure compliance with contracts and agreements.
• Submits invoices for payment and tracks all project expenditures.
• Under supervisor guidance, make day-to-day decisions to ensure project remains on scope, on schedule and on budget, while identifying potential risks and issues early, and developing and communicating effective solutions.
• Assists in coordinating available FGCU resources (e.g. personnel, materials, and departmental budgets) to ensure both office operations and assigned projects run efficiently.
• Assists in maintaining work quality to ensure compliance with design, objectives, regulations, and University standards.
• Delivers exceptional customer service to all stakeholders by promptly addressing requests and complaints with a service-oriented approach, maintaining professional communication, and ensuring complete customer satisfaction throughout the project lifecycle.
• Facilitates clear and intentional communication among Facilities Planning team members, internal and external stakeholders, service providers, and regulatory agencies.
• Assists in the preparation of procurement and planning documents, including bid proposals, negotiation materials, and project modification documents, as directed.
• Maintains floorplans and diagrams using CAD and ensures compliance and timely input of data into STARS system by each department.
• Assists the coordination of the Educational Plant Survey team visits for Verification of Space (Phase One) and Needs Assessment (Phase Two) by state university representatives as required by Florida Statutes.
• Assists in preparing and reporting space utilization data to all state agencies.
• Assists in the development of University guidelines related to space utilization.

Other Duties:

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires either five years of directly related full-time experience or, as an alternative, a Bachelor's degree from an accredited institution in a closely related field and one year of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor’s Degree in Urban Planning, Engineering, Business Administration
• General knowledge of Planning, Civil Engineering, Architectural or Construction Industry is preferred.
• 5 years of proven managerial experience in the field of planning or related discipline
• Advanced to intermediate level skills with Microsoft software such as Word, Excel, and Powerpoint, along with the ability to learn Revit, Stars, Fits and other Space Planning & Reporting tools.

Knowledge, Skills & Abilities:

• Knowledge of SUS and university space use policies.
• Knowledge of construction trades and practices.
• Knowledge of and ability to use third party programs (CAD, STARS, FITS, Photoshop, Adobe Acrobat, Revit drafting software).
• Knowledge of project management principles and coordinating various types of projects from inception to completion.
• Knowledge of project control and cost estimating techniques, budget control principles, practices and procedures.
• Excellent interpersonal, verbal, and written communication skills necessary to communicate effectively with various internal and external stakeholders.
• Ability to facilitate consensus on path-forward recommendations.
• Strong organizational and time management skills, with the ability to prioritize and complete multiple projects within deadlines.
• Strong attention to detail with a mindset of providing accurate project documentation and facilitating an effective digital file system.
• Ability to interpret contract documents, codes, rules, and regulations.
• Ability to interact in a professional manner with staff, faculty, students, and the community by delivering excellent customer service and fostering positive relationships in a service-oriented environment.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to set priorities, and work well under pressure to meet deadlines and complete assignments.
• Ability to analyze, foresee and resolve problems effectively and efficiently; developing appropriate alternatives where applicable.

Pay Grade 18

This position is not eligible for sponsorship

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