JOB SUMMARY:
The Construction & Facilities Operations Coordinator provides comprehensive administrative support to the Director of Construction Operations and Construction Project Manager.
This position plays a critical role in supporting both new construction and renovation projects, as well as the ongoing maintenance and operation of existing TotalCare facilities.
The Coordinator manages project documentation, communication, scheduling, and administrative functions from project initiation through completion and operations handoff.
ESSENTIAL FUNCTIONS:
Construction Project Administration & Documentation
- Provide comprehensive administrative support to the Director of Construction Operations and Construction Project Manager.
- Assist with preparing proposals, contracts, design agreements, and project documentation.
- Process purchase orders, ensuring proper authorization and vendor management.
- Process invoices, payment applications, and assist with project billing and budget documentation.
- Organize and manage architectural drawings, specifications, and plan sets using document control systems; maintain version control.
Project Coordination & Communication
- Coordinate and schedule project meetings, design reviews, and job site meetings.
- Prepare agendas and document action items for meetings.
- Manage project calendars, scheduling, and stakeholder communications.
- Manage departmental email correspondence and telephone communications
- Responds to inquiries in a timely manner.
- Organize and track construction documentation, including RFIs, change orders, pay applications, and submittals.
Facilities Operations & Maintenance Support
- Assist in coordinating maintenance and repair requests for existing TotalCare facilities across the multi-site portfolio.
- Schedule and communicate with vendors and service providers performing facility maintenance, repair, and preventive maintenance work.
- Maintain and monitor a Computerized Maintenance Management System (CMMS).
- Ensure work orders are properly logged, tracked, and documented.
- Track work orders, repair status, and completion timelines to ensure timely resolution of facility issues.
- Maintain organized records for facility repairs, maintenance contracts, warranties, renewal dates, and service documentation.
- Support facility improvement and renovation projects by coordinating documentation, scheduling, and vendor communication.
Operational Support & Process Management
- Maintain document control using TotalCare standards and systems.
- Ensure project records remain accurate, current, and accessible.
- Assist with organizing and improving departmental processes and workflows.
- Communicate professionally with both internal and external stakeholders.
- Support additional construction and facilities projects and initiatives as assigned.
Standard Positional Responsibilities
- Attend routine training classes, company-wide meetings, departmental/location-specific staff meetings, as well as one on one meetings with direct supervisor.
- Reports to work as scheduled.
- Completes work within designated time.
- Represents the organization in a positive and professional manner in the community.
- Complies with all organizational policies regarding ethical business practices.
- Communicates and embodies the mission, ethics and goals of the company.
- Maintains employee and patient confidentiality at all times.
- Performs other duties as assigned or requested by supervisor or members of the Executive Team.
SUPERVISORY RESPONSIBILITY:
EDUCATION AND/OR EXPERIENCE:
- High school diploma or equivalent
- Previous Office Management or Executive Assistant experience required
- Commercial construction office experience preferred
- Healthcare facility experience preferred
PROFESSIONAL SKILLS REQUIRED:
- Technological proficiency in such computer programs as:
- Microsoft Office Suite or Google Workspace.
- Adobe Acrobat.
- Experience with Construction CMS platforms or project management software (Asana, Procore) preferred
- Autodesk Construction Cloud or other Autodesk products preferred
- Healthcare facility experience
- Standard computer usage such as email, internet browser as well as usage of associated office equipment such as printer/scanner/fax and multi-line phones.
- Excellent verbal and written communication skills.
- Outstanding organizational, planning, and time management skills.
- Ability to prioritize competing responsibilities and manage deadlines and rapid priority changes.
- Strong attention to detail and meticulous approach to project oversight.
- Strong problem-solving abilities and proactive issue identification and resolution.
- Self-motivation and initiative; ability to work independently with minimal supervision.
- Familiarity with construction terminology, permitting, project documentation, and subcontractor coordination preferred.
- Ability to maintain a high-level of strict confidentiality and discretion pertaining to classified business & financial information.
- The routine duties of this position may involve a moderate level of exposure to Protected
- Health Information (PHI). Strict adherence to HIPAA regulations is required.
- Maintains professionalism in demeanor, attitude and appearance.
- Adheres to dress code policy.
- Ability to read, write and speak English to converse with vendors, colleagues and patients.
- Additional languages are an advantage, but not required.
- Positive, team-oriented attitude and collaborative approach.
- Excellent customer service skills and professional communication with employees, patients, vendors, contractors, and stakeholders.
- Basic knowledge of OSHA standards and construction safety protocols.
PHYSICAL DEMANDS:
- Must be able to bend, twist, sit and/or stand/walk for up to 12 hours daily.
- Communicate with vendors, patients and/or fellow staff members who have inquiries; must be able to exchange accurate information.
- Ability to lift, and carry documents, materials, and equipment (up to 25 lbs)
- Ability to climb stairs and navigate active construction environments safely when visiting project sites.
- Communicate with vendors, contractors, colleagues and patients who have inquiries; must be able to exchange accurate information.
- Ability to see and read computer screens, construction documents, and drawings clearly.
- Ability to communicate effectively with colleagues, vendors, contractors, and other parties.
- Must be able to move between work areas, office machinery, and to other various locations throughout the facility.
The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.
WORKING ENVIRONMENT / CONDITIONS:
Environmental conditions:
- Primary work location is indoors in an office environment.
- Regular travel to active construction sites and existing facilities, which may involve exposure to sun, outdoor weather conditions, and temperature variations.
Hazardous conditions:
- Moderate risk of physical exertion when visiting construction sites.
- Usual construction site hazards while on active sites under renovation/construction.
- OSHA standards regarding proper PPE (hard hat, respiratory mask, safety vest, etc.) are expected to be strictly adhered to at all times
- This position involves minimal exposure to blood, bodily fluids or tissues as well as airborne contagions.
- Proper PPE is provided for employee protection when needed.
TRAVEL & WORKING HOURS REQUIREMENTS:
- Travel: Regular travel between TotalCare active facilities, sites pending completion, future sites under consideration, and administration buildings for project meetings, site visits, inspections, and training sessions is expected. Travel is considered within the scope of this position and may occur frequently during active construction phases.
- A valid driver's license and reliable transportation are preferred.
- Standard Hours: Work is generally performed during standard business hours, however occasional extended hours or weekend work may be required based on project need.
TotalCare has the discretion to change or modify this job description and/or assign or reassign duties at any time with or without advanced notice.
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
