Construction Project Coordinator (Operating Assets)

Description:

Tavistock Development is currently seeking a Project Coordinator Operating Assets. Tavistock Development is a diversified real estate firm specializing in planning, design, finance, construction, and development.

Tavistock hires people who:

• Act with integrity
• Are proactive and value results
• Are innovative
• Uphold our reputation and brand
• Play, as a team
• Embrace a dynamic environment
• Care for each other

If you identify with these characteristics, want to work with a growing company and are interested in the Project Coordinator operating assets position, please apply today

Position Summary:

The position is responsible for timely processing and managing the administrative / task functions in support of the tenant construction and tenant coordination management process for company. The position will assist in tracking all tenant activity from Letter of Intent, through lease negotiation, design review, tenant construction, closeout, and approval tenant allowance.

• Manage the status of project documents, contracts, permits and lease documents
• Receive design documents, distribute for review, and process documents once approved
• Process project requests for payment, change orders and building permits
• Compose all types of correspondence, including contracts, on behalf of supervisor
• Respond to routine external correspondence independently
• Assist with preparation of contract documentation
• Receive and track documentation for Tenant Improvement Allowance refunds and closeout
• Process permit, wastewater, utility, and other fees required
• Set up utility accounts
• Submit check requests
• Perform research and follow-up as necessary to solve problems
• Responsible for managing existing and developing databases, spreadsheets and smartsheets
• Adapt to and work within the company's existing information management systems
• Interface with contractors and consultants; assist with responses to all types of requests, both normal and those requiring research and follow-up
• Attend OAC meetings assist with required follow-up and documentation
• Walk active tenant construction sites weekly to take photos, file photos, and update manager of any issues or concerns noted.
• Develop alternatives to handling requests where the problems are not clearly identified or involve sensitive issues
• Routinely respond directly to the callers after performing research or follow up
• Ensure that Property Management has received communications regarding startup of tenant construction activity, coordinate placing systems on test or notify entire team of tenant achieving Certificate of Occupancy.
• Attend internal and external meetings, take clear and organized meeting notes, distribute them to relevant staekholders, and assist with required follow-up and documentation.
• Learn and grow within the tenant improvement department.
• Other duties as assigned

Requirements:

Essential Qualifications:

• Minimum three (3) years tenant coordination/construction experience
• Knowledge and experience in planning or with a municipality a plus
• Working knowledge of a full range of administrative processes related to project design, construction administration and contract administration typically gained through experience
• Advanced proficiency in software, including but not limited to: Excel, Word, PowerPoint, Outlook, and SmartSheet
• Experience with project management software, such as MRI and SharePoint desired
• Self-starter with strong problem-solving skills
• Ability to create filing and retrieval logic for large sums of documents with a focus on paperless
• Demonstrated ability to be flexible in managing a workload of varied tasks
• Excellent written and verbal communications skills
• Detail oriented with excellent organizational skills
• Ability to multitask and prioritize multiple demands
• Must have valid Florida driver’s license and be eligible for coverage through companies’ automobile insurance

Essential Physical Requirements:

• Must be physically able to do assigned work as outlined above
• Must be physically able to sit and use the computer for hours at a time
• Must be able to lift up to 20 pounds

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. This job description in no way states or implies that these are the only duties to be performed by this position. The employee will be required to follow any other reasonable instructions and to perform any other reasonable duties requested by the supervisor.