Project Coordinator, Operations & Facilities

Employment Status: Staff

Description of Key Responsibility:

• Partners with Facilities leadership, academic and administrative departments, and campus stakeholders to define project scope, objectives, and success criteria for renovation and construction projects across campus.

• Develops preliminary project budgets, schedules, and delivery approaches (design-bid-build, design-build, CM-at-risk) appropriate to project size and complexity.

• Conducts or coordinates site/facility assessments, feasibility studies, and existing conditions surveys as needed; prepares scopes of work and assists with the selection of architects, engineers, and other design professionals.

• Leads or supports the RFP / RFQ and competitive bidding process for design and construction services, consistent with college procurement policy and contract routing procedures.

• Reviews contractor and vendor proposals, qualifications, and pricing, and makes award recommendations.

• Drafts, negotiates, and administers contracts and change orders in coordination with Facilities leadership and, as needed, legal counsel. Maintains accurate project files, insurance certificates, lien waivers, and compliance documentation.

• Serves as the College’s on-site representative during construction, coordinating contractor activity, site logistics, and campus access/safety requirements.

• Participates in OAC (Owner-Architect-Contractor) meetings and tracks RFIs, submittals, change orders, and punch lists. Coordinates and runs all internal project and weekly departmental meetings.

• Monitors construction quality, schedule adherence, and compliance with approved plans and specifications.

• Coordinates utility shutdowns, life-safety system impacts, and building/fire code inspections with appropriate campus offices and local authorities having jurisdiction ( AHJ ).

• Manages interfaces with building systems and infrastructure — mechanical, electrical, plumbing, fire protection, IT/network, and building envelope — in coordination with Facilities trades staff and outside consultants.

• Tracks project budgets, commitments, and expenditures, and reports variances and cash-flow projections to Facilities leadership.

• Maintains master project schedules and proactively identifies and resolves issues that threaten scope, budget, or timeline.

• Evaluates and processes pay applications, invoices, grant submissions and change order requests for accuracy and contract compliance.

• Ensures projects comply with applicable building codes, ADA requirements, environmental regulations (e.g., IEPA / NESHAP for abatement and demolition), and DuPage County/local City of Naperville permitting and plan review requirements.

• Coordinates abatement, demolition, and environmental remediation work with qualified consultants and contractors as required.

• Supports risk management by ensuring appropriate contractor insurance, bonding, and safety plans are in place prior to mobilization.

• Maintains awareness of higher-education-specific considerations, including project sequencing around the academic calendar and campus residential occupancy.

• Serves as the primary point of contact for project stakeholders, providing regular updates to department heads, campus leadership, and, where applicable, the Board or capital planning committees.

• Develops campus communications regarding construction impacts, noise, access changes, and safety notices in coordination with Facilities and Campus Communications.

• Represents Facilities in project-related meetings with campus stake-holders, architects, contractors, municipal officials, and utility providers.

• Manages substantial completion, commissioning, and final closeout processes, including as-built documentation, warranties, O&M manuals, and training for Facilities staff.

• Conducts post-occupancy evaluations and captures lessons learned to inform future capital planning.

• Prepare budgets, presentations, reports and logistical planning detail as needed. Attend and participate in committee meetings such as space planning, special task forces, building and grounds, recycling, commencement, and various major project committees, as assigned.

• Design layouts for moves and renovation projects; determine need for outside contractors vs. College employees; prepare RFP’s; determine style and type of furniture to be purchased, space design and construction modifications; identify appropriate campus finishes, oversee landscaping improvements and repairs and the replacement or repair of major equipment.

• Provide leadership for the College’s sustainability initiatives by prioritizing “green” efforts, when applicable.

• Coordinate major purchases of campus equipment as directed (e.g., furniture, vehicles, etc.).

• Performs other related duties and tasks as appropriately assigned.

Education/Training:

Bachelor’s degree in Construction Management, Engineering, Business or a related field, or equivalent combination of education and experience is required.

Experience:

Project experience in construction, renovation, or capital project delivery is preferred. Higher education, institutional, or public-sector experience strongly preferred.

Licenses or Certifications:

A valid driver’s license and acceptable driving record are required.

Position Summary:

North Central College seeks an experienced Project Coordinator to support day to day campus operations and assist in the coordination of various campus projects including, renovation and construction projects across campus on behalf of the Operations & Facilities department. This position manages the full project lifecycle — from initial scoping and budgeting through design, bidding, construction administration, and closeout — for projects ranging from small departmental renovations to mid-size academic and residential upgrades to large-scale capital construction. This individual serves as the College’s primary point of coordination among architects, engineers, contractors, campus stakeholders and leadership, departmental directors and regulatory agencies, ensuring projects are completed, delivered safely, on schedule, on budget, and in a manner that minimizes disruption to the campus community.