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Harvard University Building Services Coordinator in Cambridge, Massachusetts

55642BRAuto req ID:55642BRJob Code:402071 Building Services Coordinator Location:USA - MA - Cambridge Business Title:Assistant Project ManagerSub-Unit:------------ Salary Grade ( :055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:

  • Facilities related college degree, 3+ years demonstrated experience in facilities and construction.

  • Understanding of building trades. Ability to read construction documents. Experience with Microsoft Office; Word and Excel; Autocad.

  • Interior design and/or budget experience a plus

Additional Qualifications and Skills:

  • Presents a professional demeanor with customers and colleagues to provide superior customer service.

  • Must be able to handle stressful situations calmly, professionally, tactfully when dealing with both internal and external customers.

  • Must have strong organizational skills and be excellent with details and follow-up.

  • Must be able to manage changing priorities and accomplish multiple detailed tasks to meet deadlines.

  • Must have excellent written and oral communications skills.

  • Good judgment, ability to prioritize work and meet multiple task deadlines, and strong problem solving skills are required.

  • Must be able to work independently, be proactive, take initiative, and be punctual.

  • Comfortable working with hazards associated with position.

  • Construction software experience a plus.

Additional Information: In order to be considered for this role, a cover letter is required. Candidates must be authorized to work in the United States now and in the future. We regret that we cannot sponsor a work visa.

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage:

The Harvard Graduate School of Design is passionate about fostering a diverse, inclusive, respectful, and professional work environment. Applicants of all race, ability, gender expression and identity, sexuality, religion, education, class, national origin, and diverse backgrounds are encouraged to apply.

Department:Building ServicesPre-Employment Screening:Identity Job Function:Facilities, General AdministrationJob-Specific Responsibilities:

  • Manage small and mid-size operating projects, up to $100,000, including summer office turnover; develops budget, schedule and construction documents;

  • Assist with development of capital projects, incorporates CAPS requirements, acts as assistant project manager;

  • Develop excellent working relations with GSD community to coordinate services, contractors, and vendor schedules;

  • Maintains and assists in prioritizing vendor supplied facilities condition assessment; updates as required; uses information to update yearly facilities condition index;

  • Coordinate student work performing studies to examine fit-outs at the school. Provides scope review to Dir FM before projects proceed.

  • Collaborate with faculty and staff to implement furniture standards to provide compliant and productive workstations

  • Serve as primary contact for furniture questions and vendor relations.

  • Assist with office move logistics.

  • Maintain as-built documentation in GSD/university data base and provide accurate and current space metrics for planning.

  • Accumulates and updates space location information for all GSD spaces.

  • Works with Dir FM to gather and organize space, budget, other information for planning and decision making.

  • Assists with development of space standards.

  • Tracks projects - creates and disseminates progress reports to relevant stakeholders, highlighting status changes, budget variances or schedule delays.

  • Works with the Director of FM across a range of areas, including; budget management; Assist with budget development for in-house and operating projects, operations and repairs; Vendor selection; Review associated invoices and PCard preparation;

  • Assists with managing building work order software (DMS) to ensure work and maintenance requests are assigned, addressed and completed on time.

  • Works with department, GSD, and university in implementing sustainable practices;

    Budget and Finance:

  • Processes invoices and reviews Purchasing Card transactions.

  • Advises department on university financial policies and procedures.

  • Processes student and temporary payroll.

  • Ensures expenses have proper approvals.

  • Coordinates with GSD finance and Harvard central finance as necessary to successfully implement department needs.

  • Maintains updated list of operating projects with operations supervisor, reconciles invoices to quotes and budgets and facilitates prompt payment.

  • Assists Dir FM in budget development and quarterly budget review.

  • Reviews operating and capital budgets monthly. Coordinates with department colleagues to determine if journal reclassifications are required. Advises department colleagues in correct coding use.

  • Weekly Review of invoices of with Dir. FM.

  • Monthly Review of Custodial and Room Rental charges, and Journal accordingly for cost recovery.

    Other responsibilities

Emergency Status Designation: Critical; requires site presence during emergencies; must be available for emergency calls during non-business hours and to determine response School/Unit:Harvard Graduate School of Design EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements:

  • Tasks can require repetitive stooping, bending, reaching and carrying.

  • Climbing stairs, ladders and staging.

  • Regularly walking up to 1 mile to provide services at different locations.

Working Conditions:

  • The work includes in office settings; mechanical and electrical spaces, roofs, exterior weather conditions; and construction sites.

  • Environmental conditions vary.

  • Emergency settings.

Job Summary:

Member of the GSD Facilities Management Team. Reporting to the Director of Facilities Management the Assistant Project Manager is responsible for providing superior customer service and performing a range of facilities duties to contribute to the successful management of all GSD spaces. The Assistant Project Manager will play a key role in coordinating and providing support for multiple facilities activities, maintenance and operations within GSD, focusing primarily on operating and capital project support, and finance and budgeting.