Project Coordinator in Philadelphia, PA at Public Health Management Corporation

Date Posted: 11/22/2020

Job Snapshot

Job Description

This position is responsible for the coordination of activities that ensure organizational performance, productivity and efficiency including the coordination and implementation of special projects across the Corporate Real Estate Department.

Responsibilities:

Project management support and coordination

  • Setup and coordinate meetings
  • Assist with outlining project scopes of work and RFPs
  • Assist Project Managers in preparing and maintaining project budget and schedules
  • Assist with vendor coordination
  • Prepare project organization and communication plans
  • Assist in managing project meetings and distribute minutes to all project team members
  • Issue Contracts, Letters of Intent, and Purchase Orders
  • Effectively and accurately communicate pertinent project information internally and to Project Team
  • Manage vendor relationships, perceptions, and expectations

Coordinate Lease Administration Process

  • Ensures accurate lease tickler system and lease files are maintained at all times
  • Coordinate with Geis ensuring all new leases, lease renewals, estoppels and other pertinent lease documents are entered into the system
  • Prepares monthly lease expiration reports
  • Verify lease terms (including rental payments) for planning, budgeting, estoppels, etc.
  • Coordinates lease renewals with Real Estate Sr leadership, Legal, Programs, and Landlords ensuring adherence to time sensitive notifications

Oversee & Coordinate Visitor Management System for 1500 Market Street

  • Maintain & update procedures communicating updates to the policy & procedures as required
  • Train new VMS coordinators
  • Coordinate with Building Management adding and removing of VMS coordinators
  • Acts as department VMS representative

Conducts on-boarding process of prospective candidates to ensure accurate and timely hiring

  • Ensures candidates complete application
  • Processes new hire and credentialing paperwork
  • Communicates with candidates at all levels of the HR process
  • Ensures new hire paperwork is submitted to HR according to orientation calendar
  • Ensures new hire has technology access to all systems and ensures computer/phone equipment is ordered
  • Supports division directors in creation of procedures resolving any service-related challenges ensuring high quality, efficient services are being provided.
  • Supports division directors with development of dashboard reporting to measure and evaluate operational areas 
  • Prepares management reports.
  • Other administrative duties as assigned

Skills:

  • Effective verbal and written communication
  • Proficient with computer and web-based systems and spreadsheets
  • Strong interpersonal skills
  • Strong analytical skills
  • Excellent coordination/ organizational skills
  • Detail oriented and a strong technical resource
  • Strong fiscal knowledge
  • Ability to maintain confidentiality

Experience:

  • Working in non-profit setting preferred
  • Previous supervisory experience preferred
  • Two or more years in organizational management , HR, and fiscal monitoring
  • Three or more years as an administrative for executive leadership

Education Requirement:

  • Bachelor’s Degree from an accredited college or University preferred.