Project Coordinator

This position is ideal for an organized professional looking to build a career in project management within a high-speed, technical facilities environment.

• Project Documentation Management:
  Manage the centralized repository for all project files, including contracts, permits, schedules, drawings, reports, and meeting minutes, ensuring proper version control and easy accessibility for the entire team.
• Correspondence:
  Draft, format, and distribute official project correspondence, memoranda, and internal communications on behalf of the Project Managers and Director.
• Contract Support:
  Assist the Project Managers with administrative tasks related to vendor onboarding, drafting work orders, and tracking insurance and compliance documentation.
• Information Flow:
  Ensure the seamless flow of critical information between the Project Managers, the Due Diligence team, the Project Drafter, and the on-site operational teams.

• Meeting Coordination:
  Schedule and coordinate all project meetings (internal and client-facing), prepare agendas, attend sessions, and distribute detailed meeting minutes and action items promptly.
• Timeline Support:
  Assist the Associate Project Manager and Senior Project Manager with updating and maintaining high-level project schedules, inputting data, and monitoring critical path activities.
• Travel and Expense:
  Coordinate travel arrangements and process expense reports for the Project Management leadership team.
• Procurement Support:
  Initiate and track requests for purchase orders for project materials and services, working closely with the Accountant and Procurement department to expedite delivery.

• Status Reporting:
  Compile data from various sources (schedules, budgets, action logs) to assist the Project Managers in preparing regular project status reports for executive review.
• Action Tracking:
  Maintain and follow up on critical action item lists (AILs), ensuring assigned team members complete tasks by their deadlines.
• Project Closeout:
  Assist in the formal project closeout process, including archiving documentation, reconciling final accounts, and gathering lessons learned feedback for future deployments.

• Associate’s degree required; bachelor’s degree in business, Communications, or Project Management preferred.
• At least 2 years of experience in a Project Coordinator, Project Administrator, or Executive Assistant role supporting a multi-project environment, preferably in construction, facilities management, or corporate real estate.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Demonstrated experience with project management or scheduling software (e.g., SharePoint, MS Project, Asana, Smart Sheet).
• Attributes:
  Exceptional organizational skills, outstanding verbal and written communication abilities, a proactive approach to problem-solving, and a high level of discretion.
• Travel:
  Minimal travel required (up to 10%), primarily for team meetings or local site documentation support.

The pay listed is the salary range for this position. Any specific offer will vary based on the successful applicant’s education, experience, skills, abilities, geographic location, and alignment with market data. You may be eligible to participate in a Company incentive or bonus program.

ABM offers a comprehensive benefits package. For information about ABM’s benefits, visit ABM Team Member Benefits | Staff & Management.