Project Coordinator Lead

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

In this exciting role, you will manage Project Coordinator functional activities and resources in support of PIMD projects. You will report to the Projects and Infrastructure Modernization Division Operations Deputy, as a lead position, manages Project Coordinator functional activities and resources in support of PIMD projects. You will provide a functional lead role for PIM Project Coordinator Support. You will provide management, functional oversight, and guidance to other Project Coordinators. You will manage Project Coordinator resources and periodic functional reviews; makes Project Coordinator functional assignments between projects, provides timekeeping oversight. You will assists with definition, development, and implementation of PIMD administrative processes in support of project management and execution.

What You Will Do:

• Plan and manage all administrative duties in support of assigned projects including:
  • 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.  
• 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.  
• Prepare purchase requisitions for acquisitions of construction subcontracts, A/E contracts, miscellaneous services and equipment using Lab’s electronic procurement system. 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 costed 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.
• 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 the 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.  

What is Required:

• Typically requires a minimum of 12-years of related experience with a Bachelor’s degree; or equivalent work experience.
• Familiar with the Project Management Body of Knowledge (PMBOK) and applicable DOE Orders for project management, including Earned Value Management Systems (EVMS) concepts.
• Ability to act independently on day-to-day work and determine appropriate methods and procedures applicable to new assignments.
• Ability to resolve complex issues in creative and effective ways, including troubleshooting issues to enforce policies and procedures. 
• Exercises judgment when applying knowledge of construction project management processes to meet project objectives. 
• Strong collaboration skills to build and maintain effective relationships with Project Managers to analyze and document project risks. 

Notes:

• This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
• 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.
• Diversity, equity, and inclusion are core values at Berkeley Lab. Our excellence can only be fully realized by faculty, students, and staff who share our commitment to these values. Successful candidates for our faculty positions will demonstrate evidence of a commitment to advancing equity and inclusion.
• Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."

Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.