The Coordinator, CityWalk Projects in the CityWalk Technical Services Department is responsible for delivering comprehensive administrative, operational, and technical support to ensure smooth daily functioning of CityWalk and Parking facilities. This role supports the department鈥檚 documentation systems, vendor coordination, financial processes, and project workflow, while serving as a key communication point between internal teams, contractors, and leadership. The Coordinator helps maintain organization, accuracy, and efficiency in all aspects of departmental operations and plays an essential role in supporting ongoing maintenance, capital projects, and facility initiatives.
Responsibilities:
- Provide day to day administrative support to CityWalk Technical Services department including maintaining CW/Parking facilities documents database.
- Scanning and cataloging construction documents, systems manuals and SOPs.
- Performing accounts payable duties, processing POs and invoices for Maintenance and Capital projects.
- Coordinating with vendors for scheduled services and tracks change orders and costs. Order materials and supplies for repair and maintenance work. Provides updates to Finance team.
- Completing special projects as assigned.
- Keeping the department checkbook current to track R&M, M&S and outside services costs in real time throughout the year.
- Uploading annual operating budget spreadsheets.
- Locating and downloading documents for new construction and repairs.
- Coordinating vendor presentations for new products and services.
- Preparing weekly department financial reports for labor usage.
- Coordinating with sourcing on bidding projects and new vendor registration.
- Coordinating vendor IDs and Parking access for vendors and contractors.
- Meeting with the project leader or manager to understand vital aspects of the particular capital or expense project.
- Communicating relevant information to team members, such as change in schedule dates, changes in the project鈥檚 requirements, unexpected hitches etc.
- Coordinating activities with vendors and suppliers and maintaining relationships with them.
- Covers the front office window and calls when needed.
- Assists with coordinating tenant meetings.