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Project Coordinator

Cyclotron Road

Cyclotron Road

Administration
California, USA
Posted on Monday, June 10, 2024

Berkeley Lab’s Facilities Division is hiring a Project Coordinator to support the Operations Subcontractor Management (OSM) supervisor. This role involves planning and managing administrative aspects of Facilities Operations maintenance and construction projects.

Responsibilities include project management support, financial management, contract administration, and document control. The role involves troubleshooting to ensure policy alignment, applying construction project management knowledge to meet objectives, and working with Project and Construction Managers to analyze and document project risks. The Project Coordinator also plans and coordinates special projects to support performance.

What You Will Do:

Project Management Support:

  • Manage all administrative duties for assigned projects.
  • Handle administrative tasks related to scope, schedule, and budget changes, approvals, and project controls data.
  • Prioritize tasks to meet project objectives, cost control, and reporting.
  • Oversee advisory committee and Department of Energy (DOE) reviews, project meetings, and site visits.
  • Develop and maintain project-related websites.
  • Manage Project Managers' calendars as needed.
  • Coordinate project close-out and documentation.
  • Maintain general project management files.

Financial Management:

  • Compile and submit monthly budget reports.
  • Develop project budget submissions, validation data, and progress reports.
  • Update project reports with changes in scope, schedule, budget, and other metrics.
  • Coordinate project closure, including tracking invoices and closing accounts using Maximo and FMS.

Contract Administration:

  • Prepare purchase requisitions for construction subcontracts, A/E contracts, and equipment.
  • Create Acquisition Alerts and Advanced Acquisition Plans for contracts over $500,000.
  • Process change orders and ensure documentation is complete.
  • Track and process invoices, ensuring timely payments and correct account allocation.
  • Maintain invoice tracking logs and Change Order logs for major purchase orders and subcontracts.
  • Ensure purchase orders are closed in the AP system.

Document Control:

  • Prepare and manage transmittals, RFIs, submittals, safety reports, and other documents.
  • Categorize, log, and file documents according to directory.
  • Use various software and databases, manage websites, and update project data.
  • Prepare drafts, meeting notes, presentation materials, reports, and spreadsheets.
  • Organize and archive project files and drawings, ensuring all key documents are included and sent to the Facilities Engineering Department.

What is Required:

  • Bachelor’s degree and 3+ years of related experience, or equivalent 7+ years of relevant work experience.
  • 2+ years of project coordination experience.
  • Proven experience coordinating activities with internal and external stakeholders.
  • Experience with computerized maintenance management software systems.
  • Knowledge of Project Management principles.
  • Strong safety awareness and ability to identify safety concerns.
  • Effective project support while adhering to requirements.
  • Strong organizational skills and attention to detail for accurate and complete project records.
  • Excellent interpersonal and communication skills, both verbal and written.
  • Proficient in Google Suite, Microsoft Excel, and databases.

Desired Qualifications:

  • Experience coordinating construction projects.
  • Knowledge of DOE Orders and Earned Value Management Systems (EVMS).
  • Familiar with Project Management Body of Knowledge (PMBOK).

Notes:

  • This is a full-time career appointment, exempt (monthly paid) from overtime pay.
  • The Project Coordinator position is expected to pay $86,400 - $99,000 annually, which fits within the full salary range of $72,504 - $122,352 annually for the job classification of G61.2.
  • Salary for this position will be commensurate with the final candidate’s qualifications and experience, including skills, knowledge, relevant education, certifications, plus also aligned with the internal peer group.
  • It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on the final candidate's qualifications and experience.
  • This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
  • Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

Learn About Us:

Berkeley Lab is a U.S. Department of Energy national laboratory managed by the University of California and designated a Federally Funded Research and Development Center. Located in the San Francisco Bay Area, we have a close relationship with UC Berkeley, as well as robust partnerships with other academic institutions and industries, including those in Silicon Valley. The Laboratory conducts world-class research that supports clean energy, a healthy planet, and solution-inspired discovery science. Berkeley Lab is defined by our deeply felt sense of stewardship, which we describe as a commitment to taking care of the Laboratory's research, people, and resources that are entrusted to us. Our values of team science, innovation, service, trust, and respect knit us together as a community. We practice these values and prioritize our principles of inclusion, diversity, equity, and accountability (IDEA) to build highly effective teams that produce world-class science and technology and where all individuals, regardless of their backgrounds, disciplines, and experiences, can thrive.

Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.

Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab’s mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links: Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law" and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.40.