Project/Facilities Coordinator in Memphis, TN at Vaco

Date Posted: 3/19/2020

Job Snapshot

  • Employee Type:
  • Location:
    Memphis, TN
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description


The Project/Facilities Coordinator is responsible for managing the resources and contractors necessary to ensure optimal functioning and maintenance of assigned properties, as well as to plan, develop, design and oversee the completion of an assigned repair, renovation, and new construction projects; coordinate and manage all aspects of selected projects to ensure that all assigned projects are completed on time, within budget and meet high-quality standards. This position will also direct the maintenance of the corporate headquarters building systems including mechanical, electrical, fire, plumbing, waste management, landscaping, and cleaning. This role will prepare and implement preventive maintenance schedules and track warranty details, and provide primary oversight of Physical Building Security, including cameras, access, alarms, fire, and keys.

This position will serve to enhance the Strategic Resources Team and its' ability to increase the number of top-quality projects completed each year.


Project Planning: Participate in meetings with architects, engineers, contractors, vendors, and project teams to help develop project plans and scope of work documents.

Vendor Contract Administration: In conjunction with management, select qualified vendors to perform work as needed; negotiate fees and perform tasks necessary for proper contract administration.

Property Maintenance: Maintain assigned properties to designated standards.

Project Focus:

  • Analyze existing facility conditions, identify condition deficiencies and non-compliance with building designated standards, and recommend corrective measures, including cost estimates.
  • Analyze existing facilities for efficiency, explore and recommend opportunities for consolidation and/or sale of unneeded buildings/properties while considering workforce quality, customer accessibility, incentives, relocation logistics, and all associated costs and benefits.
  • Manage and coordinate the systems and activities to ensure optimal functioning of all maintenance for selected buildings and sites.
    • Prepare and implement preventative maintenance schedules and maintain related equipment warranties.
    • Ensure all work follows safety standards, conforms to specifications, and work orders are tracked and completed within the budgeted guidelines and SOW.
    • Ensure all work orders are handled promptly and completed within established standards.
    • Be responsible for primary management of headquarters building security system and serve as main vendors contact. Manage access credentials, alarm and fire codes. Coordinate updates as needed. Monitor cameras and provide video as needed. Manage key systems.
    • Schedule, initiate and manage all efforts necessary to complete and occupy selected new or renovated facilities and refresh projects.

Supervision: Supervise any staff assigned to the project; coordinate and direct the efforts of the project team, including architect, engineering consultants, construction contractor, and project managers assigned to sub-elements of large projects.

Communication: Advise VP - Strategic Resources on project schedule and status on a predetermined schedule.

Assume oversight of contractor(s) for construction projects as directed by VP - Strategic Resources.

Assume a primary role in the annual Physical Security Audit.

Manage all policies and procedures for the area and identify efficiencies and make changes to improve operations.


Education/Certification: Bachelor's degree in related field or equivalent experience and training preferred. Certification in Facilities or Project Management is a plus.

Prior BAS experience is helpful

Previous physical security responsibilities - cameras, access, fire, and burglary

Construction Projects

Contract Administration

Vendor Management

Demonstrable working knowledge of electrical and mechanical systems

Analytical and budgeting experience

Working knowledge and ability to view and read drawings, floor plans, and construction documents.

Ability to work in, upload, and edit plans/documents in the appropriate software

RFP and RFI preparation experience

Excellent time management and organizational skills

Sound verbal and written communication skills

Familiar with Construction/Architect terminology

Proficiency with Microsoft Office products including Gantt charts and related software applications

Strong leadership skills

Excellent project management skills

Strong team player

Ability to work independently, successfully

WORKING CONDITIONS: Office environment with travel to selected locations