Job Description
JOB SUMMARY: Provides administrative and coordination support to Project Managers and the Corporate Real Estate team for construction, relocation, and facilities-related projects across GardaWorld business units. Focus is on organization, tracking, documentation, and communication, enabling efficient project execution.
WORK SCHEDULE: Variable days and hours based on each assignment and work activities. Overtime, weekend, and holiday work may be required. On call 24 hours, 7 days a week for emergencies.
TRAVEL REQUIRED: Yes, via automobile to most locations. Airline flights as needed.
JOB DUTIES:
• Support Project Managers in day-to-day execution of real estate and construction projects (offices, branches, and specialized facilities)
• Maintain project trackers, schedules, and milestone logs; update status based on direction from Project Manager
• Coordinate meetings, prepare agendas, and document meeting minutes with clear action items and follow-ups
• Track outstanding tasks, deadlines, and deliverables to ensure timely completion
• Assist with preparation and organization of project plans, timelines, and reporting materials
• Process and track invoices, purchase orders, and vendor billing in coordination with Finance
• Maintain budget tracking logs (commitments vs. actuals) for Project Manager review
• Assist in compiling CAPEX tracking reports and supporting documentation
• Ensure proper coding and allocation of project costs to the appropriate business unit/cost center
• Coordinate logistics with vendors, contractors, and consultants.
• Schedule vendor calls, site visits, and project meetings
• Track vendor deliverables, proposals, and required documentation
• Assist with vendor onboarding paperwork and insurance/compliance documentation
• Maintain organized digital project files, including contracts, drawings, permits, and correspondence
• Track key project and lease-related dates (permits, delivery timelines, lease milestones)
• Ensure all documentation is properly filed and accessible for internal stakeholders and audits
• Assist with preparation of project closeout packages and documentation
QUALIFICATIONS:
• Bachelor's degree in facilities management, construction management, or a related field preferred. 5 years of experience as a Facilities or Project Coordinator is acceptable in lieu of degree.
• Experience with corporate construction projects involving banks, vaults, and financial institutions is a plus.
• At least 5 years of experience in a high-volume facilities management and construction project management environment.
• Strong knowledge of commercial leasing, building codes, regulations, and safety standards.
• Strong knowledge in CMMS, work order systems and workflows.
• Excellent presentation and communication skills and ability to lead cross-functional teams.
BENEFITS & COMPENSATION:
We offer competitive wages and a great benefits package for full time employees: medical, dental, vision, holiday pay, paid vacation, 401K plan, employee discounts, and much more!
EOE, Drug Free Workplace
