Facilities project coordinator
JOB SUMMARY: Provides administrative and coordination support to Project Managers and the Corporate Real Estate team for construction, relocation, and facilities-related projects across GardaWorld business units. Focus is on organization, tracking, documentation, and communication, enabling efficient project execution. WORK SCHEDULE: Variable days and hours based on each assignment and work activities. Overtime, weekend, and holiday work may be required. On call 24 hours, 7 days a week for emergencies. TRAVEL REQUIRED: Yes, via automobile to most locations. Airline flights as needed. JOB DUTIES:
- Support Project Managers in day-to-day execution of real estate and construction projects (offices, branches, and specialized facilities)
- Maintain project trackers, schedules, and milestone logs; update status based on direction from Project Manager
- Coordinate meetings, prepare agendas, and document meeting minutes with clear action items and follow-ups
- Track outstanding tasks, deadlines, and deliverables to ensure timely completion
- Assist with preparation and organization of project plans, timelines, and reporting materials
- Process and track invoices, purchase orders, and vendor billing in coordination with Finance
- Maintain budget tracking logs (commitments vs. actuals) for Project Manager review
- Assist in compiling CAPEX tracking reports and supporting documentation
- Ensure proper coding and allocation of project costs to the appropriate business unit/cost center
- Coordinate logistics with vendors, contractors, and consultants.
- Schedule vendor calls, site visits, and project meetings
- Track vendor deliverables, proposals, and required documentation
- Assist with vendor onboarding paperwork and insurance/compliance documentation
- Maintain organized digital project files, including contracts, drawings, permits, and correspondence
- Track key project and lease-related dates (permits, delivery timelines, lease milestones)
- Ensure all documentation is properly filed and accessible for internal stakeholders and audits
- Assist with preparation of project closeout packages and documentation
QUALIFICATIONS: Bachelor's degree in facilities management, construction management, or a related field preferred. 5 years of experience as a Facilities or Project Coordinator is acceptable in lieu of degree. Experience with corporate construction projects involving banks, vaults, and financial institutions is a plus. At least 5 years of experience in a high-volume facilities management and construction project management environment. Strong knowledge of commercial leasing, building codes, regulations, and safety standards. Strong knowledge in CMMS, work order systems and workflows. Excellent presentation and communication skills and ability to lead cross-functional teams. BENEFITS & COMPENSATION: We offer competitive wages and a great benefits package for full time employees: medical, dental, vision, holiday pay, paid vacation, 401K plan, employee discounts, and much more! EOE, Drug Free Workplace