CAPITAL PROJECT COORDINATOR

GENERAL STATEMENT OF JOB

Reporting directly to the General Services Director, this position supports developing, managing, and coordinating capital improvement projects, including planning, organizing, bidding and construction administration, and project execution. Monitors capital budgets to ensure project costs stay within the scope of work. Provides administrative support, project coordination, and financial oversight for all aspects of capital construction projects. Assist with preparing construction specifications, bid documents, contracts, and change orders. Enters approved payment applications into the city’s ERP system. Completes field inspection reports and inputs and updates data, documentation, and budget information into the CIP project management platform (Procore).

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

Coordinates and prepares facility services and construction specifications, and bid documents. Coordinates pre-bid and pre-construction conferences. Drafts Request for Proposals (RFP) and develop the scope of work. 

Coordinates the design and permit process and work of contractors, engineers, architects, design professionals, and other personnel to ensure the efficient and economical use of program funds, personnel, materials, facilities, and time.

Monitors individual project budget summaries assuring expenditures are within approved budget, tracking changes to the contract documents that may result in change orders. Assists with project financial reports, accounting, and grant reimbursement. Prepares project budgets and assists with budget development, as requested by the director. Monitors and ensures all requirements of grants and contracts are met. Prepares complete reports on time with supporting conclusions and recommendations.

Develops and maintains data systems and records to track the progress of each project for proper evaluation, control, and documentation to ensure compliance with City, State, and Federal requirements.

Assures effective communication among consultants, contractors, department heads, and other stakeholders. Communicates project status to staff and other affected groups, keeping building occupants informed as to the progress of projects and of any developing problems, reporting alternative courses of action to mitigate such problems.

Creates presentation materials, authors' written and oral reports, and media materials. Uses speaking engagements, media interviews, and other methods to enhance the community’s awareness of and appreciation for capital projects and to educate community stakeholders regarding each project’s function and objectives.

Coordinates design, specification, and construction meetings.

Performs other related work as required by the director.

MINIMUM EDUCATION AND TRAINING

Requires a bachelor’s degree in business administration, engineering, architecture, construction management, construction administration, or a related field, supplemented by three (3) years of experience with project coordination, business operations, or administrative management. 

An equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job will also be considered.

Requires a valid state driver’s license with an acceptable driving history.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Physical Requirements:

This position classifies the physical exertion requirements has the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of moderate weight (up to 30 pounds). Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, odor, depth, and visual cues or signals. Some tasks require the ability to communicate orally. Performance of essential functions may require exposure to adverse environmental conditions, such as odors, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, or bright/dim lights.