Facilities Coordinator

13-Dec-2024

Facilities Coordinator

Harvard Kennedy School

67523BR

Job Summary

We are seeking a detail-oriented and proactive Facilities Coordinator to join our team. This position serves as a member of the Harvard Kennedy School (HKS) Campus Operations team. Reporting to the Sr. Planner & Project Manager, the Facilities Coordinator is responsible for providing superior customer service and will play a key role in coordinating and providing comprehensive facilities management for multiple buildings and operating projects, in direct support of the HKS community.

The successful candidate will possess:

• Strong interpersonal and communication skills, with the ability to collaborate across departments and with multiple internal and external stakeholders (e.g., subcontractors, HKS faculty and staff, architects, and engineers).
• Familiarity with procurement, contract management, and vendor relations.
• Experience with space planning, internal moves, and furniture management.
• Proven experience in project coordination or management, preferably in a construction, facilities, or building operations environment. 
• Ability to manage risks and troubleshoot problems in a fast-paced environment. 

Position Description

Responsibilities include, and may not be limited to:

Project Coordination:

• Coordinate the execution of small to mid-size projects and space renovations, ensuring alignment with scope, budget, and timeline.
• Assist in the development of project budgets for space renovations and related projects.
• Manage the workflow of contractors and subcontractors, ensuring tasks are completed according to project specifications and deadlines.
• Collaborate with the Sr. Planner & Project Manager to review, package, and process submittals, shop drawings, and other project documents.
• Track and update subcontractor change order requests (CORs), site drawings, RFIs (Requests for Information), and other project-related documentation.
• Prepare and manage project closeouts, ensuring that all final documentation is complete and properly archived.
• Take meeting minutes and distribute to stakeholders, ensuring clear communication of project updates, decisions, and action items.
• Assist with creating and maintaining project progress reports, highlighting status changes, budget variances, and schedule updates.
• Archive all project-related financial documents and maintain accurate records for future reference.
• Develop and maintain strong working relationships with internal teams, external vendors, and other stakeholders to ensure smooth coordination of services and tasks.
• Collaborate with vendors to ensure the timely delivery of materials, equipment, and furniture for projects.

Office Moves & Furniture Coordination:

• Serve as point of contact for staff, faculty, for furniture requests, including repairs, and updates.
• Ensure that furniture requests and office reconfigurations are handled promptly and according to project specifications.
• Maintain both on- and off-site furniture inventory, ensuring it is accurate and up to date.
• Primary contact for all internal office and furniture, fixture and equipment moves. Working with building occupants and external vendors to complete, document, and resolve all move requests.
• Perform regular space audits to ensure that space plans are updated with accurate employee and department data, supporting smooth transitions during office reconfigurations or relocations.

Basic Qualifications

• Minimum of 3 years of Building Operations/Facilities experience.

Additional Qualifications and Skills

The following are preferred:

• Bachelor's degree in Engineering, Project Management, or related field.
• Software experience with Microsoft Office, Procore, Microsoft Project, Excel.
• AutoCAD experience is a plus.
• Strong leadership, presentation, verbal, and written communication skills.
• Strong interpersonal skills with subcontractors, colleagues, stakeholders, architects, and engineers.
• Proactive to minimize or eliminate risks to School and department.
• Proven experience in project coordination or management, preferably in a construction, facilities, or building operations environment.
• Knowledge of budgeting, financial tracking, and cost management in a project context.
• Familiarity with procurement, contract management, and vendor relations.
• Excellent organizational, multitasking, and time management skills.
• Strong communication skills, both written and verbal, with the ability to collaborate across departments and with external stakeholders.
• Ability to manage risks and troubleshoot problems in a fast-paced environment.
• Experience with space planning, internal moves, and furniture management is a plus.

Physical Requirements

Perform daily physical activity, including walking to and from various buildings, climbing multiple sets of stairs and walking from room to room on each floor to inspect the physical condition of the building.

Additional Information

Critical/Essential Status:  During emergency situations and severe inclement weather this position is designated as essential and critical to the operations.

IMPORTANT NOTE:  To be considered for this position, applicants must submit a COVER LETTER and RESUME.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks.
Harvard University is committed to supporting a healthy, sustainable learning, and working environment.

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of four days per week during the academic year. Specific days and schedule will be determined between you and your manager.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Facilities

Department Office Location

USA - MA - Cambridge

Job Code

402071 Building Services Coordinator

Work Format

On-Site

Sub-Unit

------------

Salary Grade

055

Department

Campus Planning and Operations

Annual Salary Range

$65,653-$104,417

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

Monday - Friday 8 hours per day

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism
 
At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies. Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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