Project Administrative Coordinator

US-MI-Southfield
Job ID
2017-1103
Category
Administrative/Clerical
Shifts
Days
Type
Full Time (37.5 - 40 hrs hours per week)

Overview

Under direction of SVP, provides assistance with 1) due diligence activities related to new initiatives development (e.g. acquisitions, management agreements, etc.), 2) due diligence around capital financing, 3) coordinating administrative functions related to real estate acquisition, design, construction of facilities for senior housing, assisted living, skilled nursing facility or other real property, and 4) various administrative responsibilities around the budgeting, billing, and due diligence of Technology services that advance PVM’s comprehensive strategic initiatives.

Responsibilities

Facilities Advancement

  1. Leads the administrative functions and progress on all FA related projects including coordinating project schedules, meeting notices, and minutes;
  2. Assists Director in the administrative functions over request for proposals and contracting of vendors and procurement;
  3. Attends pre-development meetings, visits construction sites to observe work in progress, and monitor completion deadlines;
  4. Assists in the planning and conducting of project meetings, monitors critical path items, and ensures that issues are timely addressed;
  5. Updates and maintains PVM FA product specifications documentation.
  6. Prepares, submits for approval, and tracks project draws along with monitoring/updating project budgets and proformas;
  7. Assists the Senior Development Manager in facilitating start-up procedures, supplies, and equipment; development and monitoring of the completion of punch-list items; and collecting and/ assembling operation and maintenance manuals and as-built drawings before project close-outs;
  8. Prepares routine, non-technical correspondence (such as letters, memos, meeting notes, and proposals);
  9. Conduct set up and maintain project entity development and operating financial statements through stabilized occupancy and/or final closing with lender.

 

Capital Financing

  1. Assists in the development and updating of project budgets and proformas leading up to initial closing and final closing.
  2. Assists the SVP and project team members in processing all documents and applications for initial and final capital closings, including all pre-development due diligence, cost certifications, and project financing close-out;
  3. Updates semi-annually PVM Real Estate Holdings schedules.  

 

 

Technology

  1. Assist the Directors in documenting the policy and procedures of technology systems, training, etc.
  2. Updates and maintains PVM DOT product specifications documentation.
  3. Maintains physical inventory and necessary accounting adjustments, and maintains detailed compilation of PVM Villages and entities technology systems and products.
  4. Assist the Directors in the development of the technology development budgets, proposals, and contracts for FA projects, and related project operating budgets.
  5. Assist the Directors in development of proposals, contracting, and invoicing for non-FA related Technology projects. Also, assist in the development of operating budgets related Technology.
  6. Ensure contracts are thoroughly vetted with legal counsel.
  7. Assists in the development of annual Village operating budgets.
  8. Facilitate and make arrangements for software and hardware system wide training.
  9. Coordinate billing and collection of PVM DOT and third party subcontractor invoices.

 

Universal Administrative

  1. Creates and maintains all physical and electronic project and contractual files in accordance with the PVM, FA, and DOT Department’s records management policy;
  2. Responds to inquiries from department personnel regarding assigned project status and prepares project updates, including the PVM Foundation for required grant reporting;
  3. Identifies, researches, and recommends strategies, innovative methods, materials, and products to reduce costs, increase efficiency, expedite implementation, and improve quality;
  4. Assists the SVP and Directors in creating advance materials for, attending and reporting outcomes of the FA, Finance, and Technology Committee meetings;
  5. Assists Directors and Risk Management in the facilitation of the lost insurance claims reporting.
  6. Assists the SVP and Directors in developing policies and procedures for daily operations (all functions) of the Facilities Advancement and Technology Departments;
  7. Assist the SVP and Directors to compile internal and external presentations for training and
  8. Embraces, upholds and promotes Presbyterian Villages of Michigan's mission, vision, beliefs, values, strategic goals, objectives and Servant Leadership.
  9. Any and all other duties and/or tasks as assigned
  10. Follow established policies and procedures including but not limited to:
    • Presbyterian Villages of Michigan policies and
    • Departmental policies and procedures
    • Safety policies and
    • Federal, state and local
    • Embraces, upholds and promotes Presbyterian Villages of Michigan’s mission, vision, beliefs, values
  11. Any and all other duties as

Qualifications

Education/Formal Training:

  • Minimum of a Bachelor’s degree in business, accounting, planning, proforma development, budgeting, or related field
  • Knowledge of business development and project management
  • Organizational skills with the ability to effectively handle multiple priorities
  • Advanced experience with Word, Excel, Outlook, Project and Project Planning software systems.

 

Communications/Interpersonal Skills:

  • Ability to work well in diverse professional and community settings, an older-adult environment and with the general public and/or senior living field. Demonstrates behavioral characteristics that reflect such personal traits as enthusiasm, positive attitude, thoughtfulness, tact, patience, respect, effective group interaction, maturity, and responsibility.
  • Address emergency and non-emergency situations calmly, thoroughly and apply common sense to the resolution of problems. 

Previous Experience

 

Any combination of training, experience and/or education equivalent to graduation from a recognized college or university in a project management focused field with a minimum of one year of experience in a highly active project management role.  Demonstration of ability to plan, organize and complete project-based work is required.

 

Physical Skills/Requirements

 

Standing, walking, sitting, stooping, kneeling, occasionally lifting/moving up to 10 pounds, and close vision.

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