Job Description
The purpose of the Construction Services Project Coordinator role is to enable and provide project administrative support to the Design & Construction team including Project Managers, Alliance Partners, and other external vendors for the efficient and timely project delivery of ~150 projects annually, from project initiation through project execution and closeout. Projects range in size from $50K - $200M. Project coordination is the day-to-day management of tasks within a project to streamline the workflow of project tasks. Project Coordinators can also serve to back up other key administrative functions, as needed.
This role reports to the Director of Construction Services in Design & Construction (CS in D&C), with a dotted reporting line to the CS Program Manager and the D&C Project Manager(s) whose project(s) they are supporting.
Project coordination duties include, but are not limited to:
General Project Coordination/Administrative Support/Portfolio Project Support
Project Support
Support Closeout Program - tracking closeout activities in Closeout phase in Cora (D&C's portfolio management system) (i.e. TOP, As Builts, AIS/Asset Activity Forms, Reliability & Ops Engineering deliverables, Handover Checklist sign-offs, and financial closure), and coordinating with Records Management to ensure project team adheres to Genentech standard for Turnover Packages (TOPs)
Transactional Support
Process Shopping Carts - mechanism for Project Managers to secure Purchase Orders for Vendors to execute their projects; includes coordinating between D&C Project Managers and Genentech Contract Services Group
Upload Building Permits to SSF permitting system
Create gDrive repository for Portfolio projects
Update (ISNetworld) ISN tracking Sheet updates (daily)
Assist in D&C Newsletter publication (quarterly), including gathering content, writing articles and assisting the PMO with publication
Backup for D&C Administrative Assistant, as needed
Develop slide decks and graphics for team members and leadership team, as needed
Meeting Support
D&C Project Governance - Administer documents related to the Project Review Committee (PRC) by distributing the agenda, attending weekly meetings, record action items, project approvals, and send meeting minutes to distribution
Drawings Gatekeeper Office Hours (GK Office Hours) - Provide administrative support by distributing the agenda, meeting invites, noting action items and distributing meeting minutes to the project teams
Subject Matter Expert (SME) Office Hours - Provide administrative support by distributing the agenda, meeting invites, noting action items and distributing meeting minutes to the project teams
Project Delivery Onboarding (PDOB) Training - Schedule training for new employees and/or vendors for D&C processes, supporting the Badging and Training Coordinator
Large/Medium Project Support
Document Control Manager
Manage, organize and track the EM Deliverables as per the Engineering Manual (EM)
Create and manage files and folder structure according to D&C files structure
Manage permissions on folder as per project team requirements
Track progress of deliverables in the EM deliverables tracking sheet
Route documents for signature (including DocuSign), and file in correct EM repository in Coremap-approved repository as required
Provide reporting on progress of EM deliverables for the project on a monthly basis in the Large Projects Forum
Manage external/internal document transmittals for the entire project team. Publish outstanding transmittals on a daily basis.
Manage existing Share Drives
Vendor On-Boarding
Manage onboarding of new team members, including securing badges
Coordinate Visitor badge access, as needed
Coordinate access to Cornerstone (corporate training platform) for required training
Coordinate access to Genentech tools
Project Controls/Procurement Support
Support Vendor Request for Quotes (RFQs)
Process shopping cart request form submissions, includes tracking of Purchase Orders and Change Orders
Process PCNs (Project Change Notices) and purchase order amendments
Submit and track ATP (Authorization to Proceed) notices
Submit Contract Requests and Check Requests
Troubleshoot vendor Invoice issues, as needed
Provide CORA support - communications and training
Project Administrative Support
Support Project Meetings (i.e. manage project calendar, set up meetings, reserve conference rooms, troubleshoot meeting technology, take/distribute meeting minutes, etc.)
Create Project Contact Lists, Project distribution lists and Project Org Charts
Assist in compiling SIA (System Impact Assessment) Forms
Ensure that D&C Project Delivery Onboarding (PDOB training) classes are assigned to new team members
Additional Project Coordination support (as needed)
Coordinate the scoping and procurement of services for Pre-construction (HazMat Surveys, asbestos surveys, traffic studies, soil sampling, etc.)
Coordinate/Manage misc. vendors prior to move-in (i.e. IT/AV vendor coordination, plant installation, trash/recycling, coffee/break room equipment installations, AED/First Aid kit, signage, copy/mail stations/printers, etc.)
Closeout Support
Facilitate EHS/FOM/SPOC Project team coordination for handover activities
Facilitate meetings and coordinate with Doc Control to ensure project team adheres to Genentech standard Turnover Packages (TOPs)
Facilitate meetings and coordinate with Doc Control and CAD team to ensure the project team adheres to Genentech drawing standards, Master Drawings for Record and Master Drawing Submissions
Facilitate meetings with Subject Matter Experts, Master Data, MEP, etc. to ensure project team adheres to Genentech standards for Piping & Instrumentation Diagrams (P&ID)
Facilitate Facilities Operations & Maintenance (FOM) Burn-in guidelines and any equipment-specific training
Required Skills & Experience
* 1-4 years of experience in a design/construction/project management environment
* Experience with Google Suite (gmail, g-Doc, g-Slide, Jamboard, etc.), Trello and MS Office
* Bachelor's Degree
* Ability to multi-task and very detail oriented
* Passion for learning and growing a career in project management
* Excellent communication skills
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.