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9/11 Memorial & Museum · 10 hours ago

Facilities Project Coordinator

New York, United States

Full-time

Onsite

Mid Level

$30/hr - $34/hr

3+ years exp

The 9/11 Memorial & Museum is seeking a Facilities Project Coordinator to support the Senior Vice President of Facilities, Design & Capital Improvements. The role involves managing various tasks related to facilities operations, project management, and administrative support to ensure smooth departmental functioning.

Education

Hiring Manager

Natali Rodriguez

Responsibilities

Supports and works closely with the SVP and the FD&CI team in managing facilities operations, planning logistics, special projects, capital improvements, and on-site staff

Creates meeting agendas and schedules follow-ups to ensure all participants are kept updated and action items are kept on track

Develops timelines, creates schedules, tracks and oversees progress to ensure project goals are met on time

Creates presentations for FD&CI updates and communications to the Committee/Board, executive groups, and outside parties

Manages planning and creation of materials for Aesthetics Review Committee and all staff presentations

Conducts research for various strategic and critical projects, compiles findings, and makes recommendations (i.e., vendor selection, product availability, sustainable practices, procurement-related items, peer best practices)

Oversees the compilation and submission of Quality Assurance Division (QAD) documents with the Port Authority for Tenant Alteration Applications and Minor Works Applications, as well as Contractors, Sub-contractors, Architect of Record, Engineer of Record, and all other consultants

Ensures vendor compliance, including reviewing and maintaining up-to-date records of certificates of insurance, contracts, and other documentation

Leads tracking of Memorial tree health conditions and collaborates with subject experts to conduct site inspections and evaluations and make recommendations in alignment with design guidelines for landscaping

Serves as lead for corporate volunteerism activities on the Memorial plaza, including creating programs and providing an overview of Memorial features and design, introducing volunteer work, and providing training on activities and proper tools to complete the tasks assigned

Manages photo documentation and progress reporting and distribution of project documents on all department projects for use in executive and board presentations and decision-making

Manages the yearly review of FD&CI Standard Operating Procedures (SOPs), including recommending updates to senior management based on prior year activity and lessons learned

Manages archiving and organization of department documents, including drawings, contracts, permits, Port Authority documents, and other items

Coordinates on-site deliveries (Vehicular Screening Center scheduling and tracking)

Responsible for the care, cleaning and maintenance of 9/11 Memorial vehicle including registration, inspections, service and fuel

Manages pickups and deliveries with 9/11 Memorial vehicle of direct purchase materials, supplies, and small equipment as requested by engineering, janitorial or plaza supervisors or foreman for on-site work

Acts as the FD&CI liaison for weather and snow removal for cross-department planning; responsible for updating snow plan during weather events; organizes hotel accommodation and meals for the on-site department staff; provides support for fuel runs and material/supply pick-ups for snow removal operations

Provides direct support to the SVP as needed during severe weather monitoring and preparation, as well as during emergency situations

Provides additional support for on-site project management and coordination for preparations, set-ups, and breakdowns related to the annual 9/11 anniversary commemoration ceremony, February 26, 1993 anniversary commemoration, May 30th ceremony recognizing the anniversary of the formal end of 9/11 rescue and recovery operations, and the organization’s annual 5K Run/Walk

Assists with other special projects and events in support of the 9/11 Memorial and Museum’s facilities, design, and capital improvements, as assigned by the SVP

Travels to and work at off-site facilities (e.g., storage facilities and tree care nurseries) as required

Participates in the Annual 5K Fundraiser and September 11th Commemoration, as assigned by SVP

Qualification

Logistics CoordinationProject ManagementFacilities MaintenanceMicrosoft Office SuiteAutoCADCustomer ServiceAttention to DetailIndependent Work

Required

Minimum 3 years of relevant work experience

Familiarity with a range of computer programs, including Microsoft Office Suite, Photoshop, and AutoCAD

Ability to lawfully operate a motor vehicle in New York State and meet organizational motor vehicle insurance requirements when driving a 9/11 Memorial vehicle

Energetic individual with a proactive customer-service attitude

Demonstrated ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization

Highly motivated, organized and with high attention to detail

Some work requires being on-site during off-hours/weekends, to accommodate the 24/7/365 departmental operation (e.g., 9/11 Commemoration ceremony, weather events, and off-hour projects)

Preferred

background in project management, logistics coordination, or facilities maintenance

Benefits

Benefits eligible position

Company

9/11 Memorial & Museum

Through commemoration, exhibitions, and educational programs, The National September 11 Memorial & Museum, a nonprofit in New York City, remembers and honors the 2,983 people killed in the horrific attacks of September 11, 2001, and February 26, 1993, as well as those who risked their lives to save others and all who demonstrated extraordinary compassion in the aftermath of the attacks.

Founded in 2005

New York, New York, USA

201-500 employees