Project Coordinator

Job Details

Location: New York, NY 
Work Model: Hybrid – 3 Days Onsite / 2 Days Remote; Occasional Travel to Local Facilities
Employment Type: Contract – 6 Months with Likely Extensions
Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.
Start Date: ASAP
Openings: 1
Experience Level: 2–5+ Years
Education: Bachelor's Degree
Interview Process: 2 Rounds – Microsoft Teams Video Interview and Onsite Interview
Department: Real Estate – Project Planning & Development (PPD)

Overview

Our client is seeking a Project Coordinator to support its Real Estate – Project Planning & Development (PPD) team in coordinating corporate office space planning, workplace modifications, furniture installations, and internal office moves across company facilities.

This individual will be responsible for managing service requests and work orders, coordinating move/add/change (MAC) activities, maintaining accurate space management records, and supporting facilities-related projects. The role requires close collaboration with architects, space planners, facilities personnel, vendors, contractors, and internal stakeholders.

The ideal candidate will have hands-on project coordination experience within corporate facilities, commercial real estate, workplace planning, or office environments. Strong organizational skills, advanced Microsoft Excel proficiency, experience with work order management systems, and excellent customer service skills are essential.

Key Responsibilities

• Manage, monitor, and track incoming service requests and work orders using Maximo or similar facilities management systems.

• Coordinate internal office moves, furniture installations, workspace reconfigurations, and move/add/change (MAC) requests.

• Support architects, space planners, and facilities teams with office space planning and workplace modifications.

• Maintain accurate occupancy records, seating assignments, floor plan information, and space utilization data.

• Coordinate furniture deliveries, equipment installations, signage updates, and other workplace improvement activities.

• Schedule and communicate with internal moving teams, contractors, vendors, and facilities personnel to ensure timely completion of projects.

• Conduct facility walkthroughs to assess office layouts, furniture conditions, and workplace modification requirements.

• Monitor outstanding service requests, follow up on work orders, and provide regular status updates to internal stakeholders.

• Develop and maintain Excel spreadsheets, pivot tables, tracking logs, reports, and project documentation.

• Review moving team activity logs, validate timesheets, and prepare supporting documentation for management approval.

• Serve as a primary point of contact for internal customers regarding workspace requests, scheduling, and project updates.

• Maintain organized project records and provide administrative and coordination support to the Real Estate planning team.

Required Qualifications

• Bachelor's degree.

• 2–5+ years of experience in project coordination, facilities coordination, workplace planning, commercial real estate, or related corporate office environments.

• Hands-on experience coordinating office moves, furniture installations, workplace modifications, or move/add/change (MAC) activities.

• Strong Microsoft Excel skills, including advanced spreadsheet tracking, reporting, and pivot tables.

• Proficiency in Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Word.

• Experience using work order management, service request, or ticketing systems.

• Strong organizational and multitasking abilities, with experience managing multiple projects, service requests, and deadlines simultaneously.

• Excellent written and verbal communication skills, with the ability to coordinate effectively with internal stakeholders, vendors, contractors, and management.

• Strong attention to detail and experience maintaining accurate tracking logs, reports, and project documentation.

• Ability to work independently in a fast-paced corporate environment while delivering excellent customer service.

Preferred Qualifications

• Experience with IBM Maximo or similar facilities management and space management platforms.

• Experience supporting architects, space planners, facilities planning teams, or commercial interiors projects.

• Familiarity with corporate office space utilization, occupancy tracking, and seating assignments.

• Ability to interpret floor plans, office layouts, and workplace configuration requirements.

• Experience coordinating large-scale corporate office moves, furniture installations, or workplace reconfigurations.

• Background in corporate real estate, facilities operations, or commercial property management.

• Experience reviewing work logs, reconciling timesheets, and preparing operational reports.