Project Coordinator

Lawrence Berkeley National Lab’s (LBNL) Projects & Infrastructure Modernization Division has an opening for a Project Coordinator to join the team.

In this exciting role, you will plan and manage administrative aspects of assigned Projects and Infrastructure Modernization Division (PIMD) construction projects. The Project Coordinator provides Project Management Support, Financial Management Support, Contract Administration and Document Control support to assigned projects/Project Managers.  This position resolves issues in creative and effective ways, including troubleshooting issues to ensure alignment with policies and procedures and applies knowledge of construction project management processes to meet project objectives. The Project Coordinator works closely with multiple Project Managers to analyze and document project risks, while also planning and coordinating special projects in support of project performance.

What You Will Do:

Project Coordinator 2 level:  Uses a full understanding of construction project coordination to work on problems of diverse scope and perform work successfully with little instruction on day-to-day work, and with general instructions on new assignments including: 

Project Coordinator 3 level: Uses professional concepts to resolve complex issues and determine methods and procedures on new assignments. Performs work successfully with little instruction on day-to-day work, and with general instructions on new assignments including:

Project Management Support (65%) 

• Plan and manage all administrative duties in support of assigned projects.  
• Plan and organize administrative assignments in support of scope, schedule and budget changes, processing approvals of completed project phases and all related tracking and management of data pertaining to project controls including funding authorization. 
• Prioritize and execute tasks relative to Project Management performance objectives, cost control and reporting, architectural and engineering reviews, construction changes and requirements.  
• Manage aspects of advisory committee and DOE reviews, project meetings and site visits, ensuring coordination of review materials, logistics and preparation of meeting materials. 
• Develop and maintain project related web sites as needed.  
• Manage calendar for Project Managers as necessary.  
• Manage project close-out process and coordinating collection and distribution of documents related to closure and acceptance of completed projects.  
• Maintain Project Management general files.  

Financial Management (10%) 

• Compile monthly budget reports for submission to Project Managers.  
• Develop various planning documents such as project budget submissions, project validation data, and monthly progress tracking reports.  
• Assimilate information and update specific project reports including changes related to scope, schedule, budget, authorization, stage of work, environmental review determinations, costs and obligations and construction subcontract modifications and negotiations.  
• Coordinate the closure of projects by tracking invoices, removing liens and assuring timely closure of accounts and work orders by using Maximo, IRIS, and FMS.  

Contract Administration (10%) 

• Prepare purchase requisitions for acquisitions of construction subcontracts, A/E contracts, miscellaneous services and equipment using Lab’s electronic procurement system. 
• Prepare Acquisition Alert form and Detailed Advanced Acquisition Plans for all contracts over $500,000.  
• Prepare proposed change orders and Change Authorization to construction subcontracts, assuring all appropriate documentation is attached such as shop drawings, invoicing.  
• Analyze and track invoices to assure timely processing, appropriate retention and that the correct account was cost by checking the AP system and following up with the Procurement and AP departments as necessary.  
• Create and maintain invoice tracking logs for major PO’s and PCO logs for construction subcontracts.  
• Assure purchase orders are closed within the AP system.

Document Control (15%) 

• Coordinate preparation of transmittals, RFI’s, submittals, field memos, safety reports and other related A/E or construction documents.  
• Categorize, log and file per the file directory.  
• Be proficient in multiple software and database applications.  
• Manage various websites which include team roles, uploading photos and documents as needed.  
• Maintain the integrity of the job folder process by ensuring that all accessory data is accurately entered and updated including job number, scope, justification, PM, team assignments, budget type, fund source, job type and stage of work.  
• Prepare drafts, meeting notes, presentation materials, reports, spreadsheets, chars, Project Management forms, and A/E, contractor and DOE correspondence as well as distribution requirements, coordinating copy requirements, categorizing, logging and filing project documents and database requirements.  
• Keep the project management electronic files organized for efficient retrieval including key documents, retain electronic copies of critical signatures.  
• Archive project files and drawings, assuring all key documents are contained and that that record drawings are sent to Facilities Engineering Department. 

What is Required:

Project Coordinator 2 level:  2-3 years of related experience with a Bachelor’s degree, or equivalent work experience. 

Project Coordinator 3 level:  7-8-years of related experience with a Bachelor’s degree; or equivalent work experience. 

• Familiar with the Project Management Body of Knowledge (PMBOK).
• Ability to actively support project Safety, awareness of site conditions and work in progress
• Ability to perform effective project support for waste, environmental and construction quality assurance requirements.
• Demonstrated ability to exercise professional judgment and to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing priorities.  
• Ability to anticipate and identify needs and develop solutions to unforeseen or off-normal conditions.
• Ability to support timely and efficient project processes.
• Strong organizational skills and attention to detail to ensure project records  are accurate, complete and organized and project reporting and status tools are updated in a timely accurate and complete manner.
• Very strong interpersonal skills for working in a diverse team environment as well as excellent communications skills both verbal and written.
• Demonstrated ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals.

Desired Qualifications:

• Familiar with DOE Orders for project management, including Earned Value Management Systems (EVMS) concepts.

Notes:

• This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
• This position is expected to pay $6,977 - $7,695/monthly, which fits within the full salary range of $6,042 - $10,196/monthly for the job classification of G61.2.
• This position is expected to pay $8,618 - $9,234/monthly, which fits within the full salary range of $7,354 - $12,413/monthly for the job classification of G61.3.
• Salary for this position will commensurate with the final candidate’s qualification 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.
• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. 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 60-1.4.