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Project Coordinator
Pacific Life
Newport Beach, CA, United States
Job Details - this job has expired, please see similar jobs below
Job Description
Position Sumamry:
Under minimal supervision/guidance, this position is responsible of the coordination of budget and invoice operations, resulting in accurate variance reporting and year-over-year budget planning.
Monitors, measures, verify and tracks vendor performance and costs for project related contracts in force. Maintains contracts and relevant records retention for FSS, and ensures all state regulatory requirements are applied to all processes.
Supporting existing and future Facilities, Safety and Security (FSS) contracts for maintenance services, engineering, safety and security. Works with members of the FSS team to understand business requirements in order to prepare RFx sourcing events, proposal/pricing review, negotiation, contract review, and coauthoring of contracts.
This position will be also be responsible for assisting the Director, Facilities Services on special projects, process improvements and best practice creation and maintenance.
Responsibilities:
Budget & Invoice Coordination 50%:
• Coordinate budget roll-up for quarterly variances and annual planning; work with FPA on process improvements to ensure accurate and timely reporting.
• Facilities invoice operations/reconciliations.
• Run reports and distribute to FS&S budget coordinators.
Vendor & Administrative Support 40%:
• Tracks, measures, reports and evaluates vendor performance.
• Troubleshoots all vendor problems and presents to management as required.
• Develop strong collaborative relationships with vendors and key stakeholders.
• Manages department annual plan, calendar, meetings and vendor communications
• Maintain vendor contact information.
• Backup for event planning and conference center coordination
• Support organizational goals and objectives.
• Participate in Lean/Continuous improvement.
Contract Management 10%:
• Work with Pacific Life’s Legal team to successfully execute contractual documents as they relate to FS&S.
• Provide contract support including contract development and maintaining contract libraries.
• Anticipates contract issues and provides input for resolution to management.
• Track vendor COI and expiration dates to ensure requirements are met.
Factors for Success:
• Bachelor’s degree with emphasis in business administration, procurement, facilities operations or 5+ years equivalent work experience required.
• Proficiency in Microsoft Office applications with an expertise in Excel, Word, and PowerPoint required.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks of varying complexity and successfully set priories for meeting time bound deliverables required.
• Possess the ability to effectively interface with management and employees to resolve facilities concerns confidently and capably.
• Demonstrate a strong ability to self-manage, maintain an excellent work attendance, and work within a team environment.
• Must have excellent problem-solving, team working, and customer service skills.
• Excellent organization skills with the ability to prioritize and handle multiple tasks in a timely manner.
• Experience placing service requests, coordination of labor resources and/or other maintenance oversight experience preferred.
• Maintains regular contact with all personnel in Facilities, Security, and Vendor Relations.