Project Coordinator – Design, Construction & Facilities

This role requires you to be onsite at our Boca Raton, FL office 4 days per week, with 1 day remote flexibility.

Reports To: Director of Design, Construction & Facilities

The Project Coordinator – Design, Construction & Facilities is a detail-oriented professional supporting Petfolk’s rapid growth initiatives. This role focuses on project coordination, vendor and contractor management, procurement, facilities support, and operational readiness for new and existing Petfolk locations.

Success requires exceptional organization and system optimization, problem-solving, and communication skills to ensure projects are completed on time, within budget, and to standard—contributing to Petfolk’s operational excellence in a high-volume, fast-paced environment.

Key Responsibilities

Vendor and Procurement Support:

• Support procurement of equipment, signage, graphics, and fixtures, ensuring quality and timely delivery.
• Take ownership of vendor relationships, ensuring adherence to SLAs, tracking performance metrics, and escalating issues as needed.
• Collect quotes, compare bids, and prepare reports to aid new and existing vendor negotiations.

Project Coordination:

• Track project timelines, budgets, and milestones; provide updates to leadership.
• Build tracking tools and dashboards for accurate project monitoring.
• Collaborate with teams and partners to optimize workflows and address challenges.
• Proactively identify process gaps, propose improvements, and implement tools, templates, and SOPs to increase efficiency and reduce repetitive tasks.

Operational Readiness and Facilities Management:

• Oversee utilities and mailbox setup for new/existing locations in line with project timelines.
• Support facilities tickets, including maintenance, warranty claims, and post-launch concerns.
• Facilitate tenant improvement allowance tracking and collection.

Post-Opening Operations:

• Monitor outstanding items after openings to ensure smooth transitions and compliance between development, facilities, and medical operations.
• Support quality control to confirm new locations meet company standards.

Administrative Support:

• Prepare reports, presentations, and documentation for stakeholders.
• Coordinate meetings and maintain organized project files.

Spreadsheet and Data Management:

• Use advanced Excel and Google Sheets to analyze and report project data.
• Maintain detailed tracking sheets for budgets, vendor performance, and facilities tasks.
• Leverage AI tools and project management software (e.g., Jira, Smartsheet, Asana) to automate reporting, improve data accuracy, and streamline workflows.
• Provide actionable insights to support leadership decisions.

Qualifications:

Education:

• Bachelor’s degree in Business Administration, Project Management, or related field (degree preferred, not required).

Experience:

• 1–3 years in project coordination, procurement, facilities management, or operations in fast-paced environments.
• Familiarity with procurement processes, vendor management, and facilities support preferred.
• Experience in multi-site operations (e.g., healthcare, retail, or construction) is a plus.

Skills:

• Strong organizational, multitasking, and attention-to-detail skills.
• Proficient in digital tools, including advanced Excel, Google Sheets, and AI applications.
• Effective communicator and collaborator with cross-functional teams and external partners.
• Familiarity with project and facilities management tools.

Key Attributes:

• Adaptability: Thrives in dynamic environments with varied responsibilities.
• Prioritization: Able to manage a high volume of requests, respond quickly to urgent issues, and shift priorities while maintaining accuracy.
• Problem-Solving: Proactively identifies and resolves challenges.
• Collaboration: Builds strong relationships to drive projects forward.
• Proactivity: Takes initiative and manages tasks independently.

Work Environment:

• Location: Primarily onsite at our Boca Raton, FL office, 4 days per week, with 1 day per week remote flexibility.
• Schedule: Monday–Friday business hours, with no weekend or after-hours on-call requirement.

Salary Range:

• $60,000–$70,000