Coordinator, Facilities Planning

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