Administrative Coordinator - Planning & Construction

Position Summary :

Provide senior level support, analytical oversight, and project budgeting & post audit coordination for the capital development program from inception through close-out for all varieties of projects initiated and managed by the Real Estate Group.

Support is provided to all levels of the Real Estate Group (Land Acquisition, Property Management, Legal Land Use, Engineering / Planning, Construction, Administration / Finance), in addition to other internal departments and outside parties (see working relationships below).

Responsibilities :

The Administrative Coordinator manages the financial and equipment ordering for construction projects from the initial conception through completion.

They will use generally accepted budgeting, accounting and auditing principles, and comply with department and company policy and procedures.

Core responsibilities include :

• Prepare PH2 AFEs for Refresh Program based on Site Walk notes; for NTIs / R&Rs prepare budgets based on process phase
• Solicit proposals from GCs (whether bidding or direct award)
• Vet out pricing
• Obtain missing information (required documentation)
• Ensure vendor awarded is added to the eBuilder project and if new, onboard
• Prepare and distribute Purchase Orders for Third Party Vendors
• Use eBuilder TPO process (either import or initiate in eB)
• Send RFP requests on certain project types, mainly Fuel Projects
• Prepare final PH4 AFEs for all major project types
• Coordinate final proposal amounts / POs / etc. for all lines
• Ensure that commonly used lines such as internal billable, construction security camera, fees, etc. are captured
• Manage the cost side of the Change Order workflow
• Once the Director approves the COR, enter a budget amendment to either use contingency or request additional funds through the BDGAM process
• Monitor the COR process to ensure everything is flowing consistently

Working Relationships :

Internal : Interaction with the following departments : Real Estate Group (Land Acquisition, Property Management, Legal Land Use, Engineering / Planning, Construction, Administration / Finance, Environmental, Facilities Support), Risk, Law, Finance, Marketing, IT and Operations.

External : Communication and coordination with the following : Engineers, Architects, General Contractors, Vendors & Manufacturers, Preferred Developers, Attorneys, and State / Local Officials.

Minimum Education :

Associate’s Degree in Business Administration or commensurate

Minimum Experience : 4 years

4 years

Preferred Experience :

5-7 years and experience with eBuilder or other project management platform

Licenses / Certifications :

None required

Soft Skills :

• Superb written and verbal communication skills; Advanced skill level in Excel; Adaptability; Familiarity with project management systems (Oracle Inventory, Oracle Purchasing, and eBuilder);
• Intermediate to Advanced skill level in Word, PowerPoint, and other MS Office products;

Other :

Scheduling : This position is full-time salary position and primarily works days, however, may at times need to work a variety of hours depending on business needs (days, nights, weekends & Holidays).

Travel : None

Hours & Conditions : 8 : 30 5 : 00 M-F Primarily in-person office days with 1 or 2 remote days each week pending management directive