Workplace Project Coordinator

Job#: 3016730

Job Description:

Must have commercial furniture experience - this is not an interior design role; at least 3 years in commercial furniture experience is required. Applicants with backgrounds with Steelcase, MillerKnoll, Kimball National, OFS and similar brands please apply.

• Must understand ADA codes, when in the field if something isn't meeting ADA code, applicant should be able to identify and address.

Project Coordinator works with the Workplace & Design team on a variety of daily and project related tasks in a fast paced, environment. The role would include working on a variety of design and project management tasks, maintaining documentations, and working furniture tickets.

• Open to heavy travel. Travel heavy, nights and weekends. Reimbursement provided through client. Travel time reimbursable in addition to mileage.

Assignment Accountabilities

• Works furniture and other miscellaneous tickets from submission through completion to satisfy the end use/client, design standards and all building/ADA codes. Manage between 10-30 active tickets at one time while tracking their progress and providing updates to the requestor of the tickets. Work with various vendors to resolve each request in a timely manner. Coach teammates to provide information needed to efficiently process tickets. Research and gather information through photos, scheduling vendor site visits, etc. from the requestor to provide to vendors to determine repair needs. Coordinate vendor site visits with requestor and physical security application, if needed. Provide vendor escort in local Richmond corporate buildings. For furniture move requests, create existing and proposed furniture drawings to meet all codes for approval by Asset Strategy Manager and LOB contact. Assist in gathering request pricing information for repair requests if an item is not under warranty. Obtain proper purchasing authority and cost centers from the appropriate line of business contact for repairs for billing purposes and maintaining documentation. Complete tickets within the SLA requirements established in the maintenance service ticketing system. Maintain all documentation in the appropriate folders and in the ticketing system.

Project Management:

• Coordinate vendor site visits with physical security through visitor application. Meet vendors onsite, as needed. Perform and document furniture and artwork punch list. Confirm furniture punch list is completed in a timely manner. Provides updates to the Workplace & Design Manager and Move Coordinator. Oversees the installation of artwork and marketing posters, etc. within Corporate and Consumer branch locations to meet design standards and approval elevations. Perform field surveys and documentation, as needed. Request purchase orders and tracks job costing. Maintains all project documentation in the project folders. Other project management tasks as needed.
• Create installation presentations in Adobe Pro, CAD/Revit, and/or PowerPoint based on approved site visits, markups, design concepts, and furniture orders. Lead meetings with end users(s), lines of business, and/or project teams to outline the project SOW and assign tasks for successful furniture and/or art installation. Issue drawings to departments in a timely manner for their vendors to install and/or Workplace and Security Management vendors or Regional Facilities Specialists.
• Maintain all project documentation in the appropriate folders. Assist with site visits, surveys, documentation and creating design drawings based on requested work, as needed.

Artwork:

• Work with art framing vendors to have existing artwork re-matted and reframed to establish standards for reinstallation based on the established schedule. Schedule art handlers to pick up and install artwork based on the AUB design and installation standards. Maintain all project documentation in the appropriate folders. Assist with providing documentation to CAFM Coordinator for the Asset Management module, if needed.
• Assist the Move Coordinator with move projects as needed. Document floor plan changes including seating changes during a strategic move project. Assist in walking locations to maintain accurate seating assignments on floor plans, as needed.

Meetings: Attend meetings to schedule installations and vendors, as needed.

Travel: Daily, overnight, and consecutive days, as needed based on project requirements

Reporting: Assist with creating diagrams showing monthly metrics for reporting purposes, as needed.

• Additional tasks associated with position as needed.

Qualifications

Education & Experience

• 2+ years of experience using AutoCAD/Revit
• Understanding of ticket work order systems helpful
• Background in furniture, design, project management
• Knowledge of Microsoft Office programs: Word, Excel, PowerPoint
• Experience using Adobe Acrobat Pro to create and edit documents

Knowledge & Skills

• Proficient in AutoCAD/Revit software.
• Ability to read floorplans.
• Understanding of furniture and equipment repairs, basis warranty requirements.
• Prior experience in a help desk environment helpful but not required.
• Basic knowledge of American with Disability Act (ADA) and building codes. Ability to research and understand codes.

Communication

• Clearly communicates both orally, writing, and/or in person to provide direction or gain clarification (problem solve/understand) on tasks effectively and professionally. Responds well to questions. Able to read and interpret written information.
• Able to follow directions as well as established processes, policies, guidelines, and standards. Completes administrative tasks correctly and on time. Supports organization's goals and values.
• Self-starter/Problem-solver
• Work well independently and as part of a team.

Multi-tasking

• Must be able to manage multiple priorities at the same time. Able to deal with frequent change, delays, or unexpected events. Able to switch tasks on the fly based on accessed urgency.
• Highly detailed/organized with great follow up skills. Prioritizes and plans work activities; Uses time efficiently. This extends to juggling tasks with long wait times.

Professionalism

• Approaches others in a tactful manner.
• Demonstrates accuracy and thoroughness.
• Must quality control all work.
• Follows instructions, responds to management direction; Takes responsibility for own actions and keeps commitments. Completes tasks on time or notifies appropriate person with an alternate plan.
• Is consistently at work and on time.

Apex Systems is a world-class IT services company that serves thousands of clients across the globe. When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico. Apex uses a virtual recruiter as part of the application process. Click for more details.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our 'Welcome Packet' as well, which an Apex team member can provide.