Facilities Project Coordinator

May 14, 2026 Auto Import

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: <ul style="margin-top: 0cm; margin-bottom: 0cm;" type="disc"> <li style="margin-top: 0cm; margin-right: 0cm; margin-bottom: 8pt; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Support Project Managers in day-to-day execution of real estate and construction projects (offices, branches, and specialized facilities) </li> </ul> <ul style="margin-bottom: 0cm; margin-top: 0px;"> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Maintain project trackers, schedules, and milestone logs; update status based on direction from Project Manager </li> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Coordinate meetings, prepare agendas, and document meeting minutes with clear action items and follow-ups </li> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Track outstanding tasks, deadlines, and deliverables to ensure timely completion </li> <li style="margin: 0cm 0cm 8pt 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Assist with preparation and organization of project plans, timelines, and reporting materials</li> </ul> <ul style="margin-top: 0cm; margin-bottom: 0cm;" type="disc"> <li style="margin-top: 0cm; margin-right: 0cm; margin-bottom: 8pt; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Process and track invoices, purchase orders, and vendor billing in coordination with Finance </li> </ul> <ul style="margin-bottom: 0cm; margin-top: 0px;"> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Maintain budget tracking logs (commitments vs. actuals) for Project Manager review </li> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Assist in compiling CAPEX tracking reports and supporting documentation </li> <li style="margin: 0cm 0cm 8pt 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Ensure proper coding and allocation of project costs to the appropriate business unit/cost center</li> </ul> <ul style="margin-top: 0cm; margin-bottom: 0cm;" type="disc"> <li style="margin-top: 0cm; margin-right: 0cm; margin-bottom: 8pt; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Coordinate logistics with vendors, contractors, and consultants.</li> </ul> <ul style="margin-bottom: 0cm; margin-top: 0px;"> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Schedule vendor calls, site visits, and project meetings </li> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Track vendor deliverables, proposals, and required documentation </li> <li style="margin: 0cm 0cm 8pt 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Assist with vendor onboarding paperwork and insurance/compliance documentation</li> </ul> <ul style="margin-top: 0cm; margin-bottom: 0cm;" type="disc"> <li style="margin-top: 0cm; margin-right: 0cm; margin-bottom: 8pt; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Maintain organized digital project files, including contracts, drawings, permits, and correspondence </li> </ul> <ul style="margin-bottom: 0cm; margin-top: 0px;"> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Track key project and lease-related dates (permits, delivery timelines, lease milestones) </li> <li style="margin: 0cm 0cm 0cm 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Ensure all documentation is properly filed and accessible for internal stakeholders and audits </li> <li style="margin: 0cm 0cm 8pt 0px; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Assist with preparation of project closeout packages and documentation</li> </ul> QUALIFICATIONS: <ul style="margin-top: 0cm; margin-bottom: 0cm;" type="disc"> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">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. </li> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Experience with corporate construction projects involving banks, vaults, and financial institutions is a plus. </li> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">At least 5 years of experience in a high-volume facilities management and construction project management environment.</li> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Strong knowledge of commercial leasing, building codes, regulations, and safety standards.</li> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Strong knowledge in CMMS, work order systems and workflows. </li> <li style="margin-bottom: 0.05pt; margin-top: 0cm; margin-right: 0cm; line-height: 107%; font-size: 11pt; font-family: Calibri, sans-serif; color: black;">Excellent presentation and communication skills and ability to lead cross-functional teams.</li> </ul> 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

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