Job Abstract

White Plains Hospital Job Description

Position Summary

The Project Coordinator is responsible for a wide variety of tasks and must be organized, flexible and adept at multi-tasking, as they are generally required to perform a wide variety of tasks on a daily basis, sometimes even simultaneously. They directly execute some administrative aspects of assigned projects throughout the project’s lifecycle. In addition to regional project manager support responsibilities the Project Coordinator is also responsible for various activities including but not limited to process improvement, and document and template management. This role includes the ownership of managing the E-Builder platform, a project management software utilized by WPH Office of Project Management.

Essential Functions and Responsibilities Includes the Following:

• Demonstrate proficiency in the use and application of all relevant WPH technology, including account E-Builder software program.
• Participate in all required operational and projects calls, meetings, and trainings.
• Support data accuracy by working with the Project Manager during the lifecycle of the five-phase project process.
• Support the adherence of vendor agreements as it related to fees, requirements, and process.
• Support assigned projects from initiation through closeout.
• Attends and participates in educational programs or activities to maintain current level of knowledge or expertise to manage direct reports.
• Participates in ongoing Performance Improvement initiative as required. Submits reports as required.
• Utilizes multiple methodologies to ensure effective communication of information.
• Adheres to safety standards for employees and patients.
• Participates in committees, task forces, projects, etc. as required.

ADMINISTRATIVE DUTIES

• Ensure documentation in E-Builder is comprehensive, accurate and properly filed per document manager folder structure guidelines. Document upload as needed from Project Manager
• Adherence to Document naming convention
• Responsible for ensuring that all administrative documentation required for closeout is received and uploaded to the correct folder per Project Completion Checklist.

FINANCIAL DUTIES

• Processing Budget Request(s), Commitments(s), Change Event(s), Change Order(s) and Progress Invoice(s) along with: Attaching required documentation to record to align with request.
• Invoice escalation as needed to expedite invoice approvals for lien or other.
• Responsible for Change Event/Change Order needed for Vendor to submit Progress Invoice.
• CM and Architect Change Control (Change Order Documentation) Review QAQC of backup documentation to ensure its alignment with contract and processes.
• QAQC of Cost Code utilization and line count for submission – if incorrect this should be adjusted on Change Event / Change Order.
• Payment status tracking for WPH invoices Aging report tracking for Vendor.
• Resolution of Vendor issues
• Completion of Closeout / Financial reconciliation as measured on Project Completion Checklist Final Unconditional Lien Waiver tracker
• Invoice payment verification
• Closeout Documentation
• Permit Closeout

Education & Experience Requirements

• Associate or bachelor’s Degree from an accredited institution in Accounting, Business, Architecture, Engineering or Construction Management strongly preferred.
• 2-5 years practical experience
• Highly organized with the ability to identify and manage priorities along with strong analytical skills.
• Experience in construction management or real estate preferred.

Core Competencies

• Excellent written and verbal communication skills.
• Detail oriented.

Ability to multi-task and work both in a team and independently. Willingness to engage in a wide variety of tasks on any given day, including engagement in multiple projects with different consultants and end users.

• Time management skills with the ability to meet deadlines.
• Documentation management and ability to use project management tools.
• Demonstrated ability to organize complex information from multiple sources, distilling this information for distribution to different audiences
• Highly organized with strong analytical skills
• Ability to manage multiple deadlines and prioritize competing projects to ensure organizational goals and priorities are met
• Willingness to learn and an orientation toward constant improvement
• Strong working knowledge of all construction documents and documentation
• Strong interpersonal skills, a demonstrated ability to work with multiple professional, trades, and technical staff

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital’s SDS (Safety Data Sheet) data base and may be accessed through the hospital’s Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc.

Primary Population Served

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The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.