Outfitting & Transition Project Coordinator
- Full-time
Company Description
HFS Company, a nationally recognized project management firm, specializes in providing support services across the entire facilities lifecycle to assist our clients reach their capital improvement goals economically and strategically.
Applicants must be currently authorized to work in the United Sates on a full-time basis; HFS Company does not sponsor individuals for employment visas.
Job Description
Perform program support services for the US Army Health Facility Planning Agency (HFPA) at Keller Army Community Hospital. Responsible for all office administrative functions and assisting the HFPA Program Manager on transition requirements. Serve as a liaison between the Project and HFPA Regional Transition and Logistics Managers as required, assisting with 1) the coordination of transition planning and execution requirements, 2) equipment planning, procurement, and installation, and 3) other functions required to provision and transition operations into the new facility. Assists in the development and coordination of the project transition plan. Ensures all project actions and issues are documented, coordinated, tracked, and resolved. Advises and consults with the HFPA Program Manager with the project office’s budget and operations. Tasks may include:
- Maintain all administrative functions of the HFPO.
- Responsible for writing and preparing correspondence in accordance with Army regulations and HFPA Program Manager direction.
- Copy, distribute, and maintain project records and files.
- Maintain and document tracking records/log of User Requested Engineering Changes Proposals (ECP’s), Request for Information (RFI’s), and Submittals. Serve as the point of contact for distribution, tracking and review status of these and other required project documents.
- Assist with reports and document preparation as needed. Prepare reports, briefings and correspondence where information must be obtained from a variety of sources.
- Assist with the budgeting and execution of the Initial Outfitting and Transition budgets including but not limited to gathering and compiling budget data from various sources and interacting with various project stakeholders to verify schedules and other actions, and reconcile this information / data with the HFPA regional Transition and/or Logistics Manager.
- Responsible for ordering and maintaining supplies and furniture for the project office as directed by the HFPA Program Manager.
- Maintain a shared master calendar for all team members to access and update key events and milestones.
- Arrange for conference or meeting rooms as needed to support project meetings and coordinate with project stakeholders.
- Coordinate and draft meeting agendas, prepare meeting minutes, and publish minutes.
- Maintain technical library and correspondence points of contact for HFPO.
- Maintain offices technical correspondence between USACE and other various agencies
- Maintain records, technical publications, drawings, authorization documentation, PFDs, CONOPs, memos, and other documentation related to designated projects.
- Archive project material and disposes of material as approved.
- Assist with coordinating and tracking of equipment procurement activities including but not limited to development and procurement of equipment requirements; placement of FF&E during provisioning; and marking existing assets for relocation.
- Assist with transition and staff education requirements associated with the project.
May be required to work after normal hours and/or weekends. After-hours/weekend work will not exceed 50% of total hours or create overtime. Schedule will be adjusted to keep hours at 40 per week.
Qualifications
- 5+ years’ experience as an Office Manager or senior level administrative support role
- Knowledge and application of processes, policies, methods and procedures affecting Army health facility construction, outfitting, and transition.
- Excellent oral and written communication including grammar and spelling
- Exceptional planning, organization and time management skills
- Excellent customer service mindset and delivery
- Highly proficient in MS Office suite including Word, Excel, Outlook, PowerPoint
- Ability to present and maintain a professional demeanor in all situations
Additional Information
It is the policy of HFS to afford equal opportunity to all individuals and to adhere to federal and local laws, regulations and guidelines with regard to nondiscrimination against job applicants and employment practices for team members. We invite resumes/applications from all interested parties without regard to race, color, religion, creed, gender, national origin, age, marital or veteran status, sexual orientation or gender identity, disability, genetic information, or any other basis of discrimination prohibited by law.
HFS is a Service Disabled Veteran Owned Small Business (SDVOSB). We invite you to apply and look forward to reviewing your credentials.