Facilities Project Coordinator

DEPARTMENT: Facilities, Design, & Capital Improvements         
REPORTS TO: Senior Vice President, Facilities, Design, & Capital Improvements
CLASSIFICATION: Exempt
DATE: April 2025
SALARY: $70,000 - $75,000 per year

POSITION OVERVIEW

The Project Coordinator will organize and execute a broad range of tasks in support of the Facilities Design & Capital Improvements department (FD&C). The Project Coordinator will handle administrative tasks for the Senior Vice President (‘SVP’), Directors, and team members of the department to keep the operation running smoothly.

ESSENTIAL FUNCTIONS

  • Assists and works closely with the SVP and the FD&C team in managing facilities operations, planning logistics, special projects, capital improvements, and on-site staff.
  • Manage scheduling of department meetings (internal and external).
  • Participates in weekly department meetings and works closely with SVP to create meeting agendas and schedule follow- ups to ensure all participants are kept updated.
  • Assists various members of the department team to develop timelines, create schedules, track and oversee progress to ensure goals are met on time.
  • Assists in the creation of presentations for FD&C updates and communications to the Committee/Board, Executive groups, and outside parties.
  • Conducts research for various projects, compile findings, and creates presentations on findings (i.e., vendor selection, product availability, Sustainable practices, other procurement related items).
  • Manage photo documentation and progress reporting and distribution of project documents on all department projects as required.
  • Manages the yearly update of FD&C Standard Operating Procedures (SOP). 
  • Manages archiving and organization of department documents, including drawings, contracts, permits, Port Authority documents, and other items.
  • Participates in all QAD submissions with the Port Authority for Tenant Alteration Applications and Minor Works Applications, as well as Contractors, Sub-contractors, Architect of Record, Engineer of Record, and all other consultants.
  • Assist with FD&C on-site deliveries and coordination (Vehicular Screening Center scheduling and tracking) for the department.
  • Responsible for the care, cleaning and maintenance of the 9/11 vehicle including registration, inspections, service and fuel.
  • Travel to off-site facilities (Rotterdam Storage and Halka Nursery) as required. 
  • Coordinates and manages pickup and delivery with 9/11 vehicle of direct purchase materials, supplies, and small equipment as requested by Engineering, Janitorial or Plaza Supervisors or Foreman for on-site work  
  • Schedules internal and external meeting as required for weather and snow removal operations. Responsible for updating snow plan. Assists with hotel accommodation, meals for the on- site department staff. Provide support for fuel runs and material/supply pick up for the snow removal operations. Assist/manage communication during weather events and snow removal.   
  • Provides additional support for on-site project management and coordination for Anniversary prep work, Commemoration setup and breakdown.
  • Assists with on-site setup and breakdown for February 26th event, April 5K event and May 30th event.
  • Assist with on-site programing and special events as required.  

VOLUNTEER REQUIREMENT

  • Participate in the scheduling of volunteer groups on the plaza.  Provides overview of plaza features and design, creates scope of volunteer work, location of work on plaza and proper tools to complete task assigned. 
  • Participates in the Annual 5K Fundraiser and September 11th Commemoration, as assigned by SVP.
  • Assists with other special projects and events in support of the 9/11 Memorial and Museum, as assigned by SVP.

QUALIFICATIONS/SKILLS REQUIREMENT

  • Minimum 3 years of relevant work experience; background in project management, logistics coordination, or facilities maintenance preferred
  • Familiarity with a range of computer programs, including Microsoft Office Suite, Photoshop, and AutoCAD.
  • Must have valid driver’s license with a clean record to drive the 9/11 vehicle.
  • Energetic individual with a proactive customer-service attitude
  • Demonstrate an ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization
  • Highly motivated, organized and with high attention to detail
  • Ability to multi-task
  • Some work may require being on-site during off-hours/weekends, to accommodate the 24/7 departmental operation (e.g., 9/11 Commemoration ceremony, weather events, and off-hour projects.

Note: Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. The National 9/11 Memorial & Museum may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

HOW TO APPLY

  • Include position you are seeking in the email subject field.
  • State the location where job posting was seen.
  • Send resume to 911mmbgjobs@911memorial.org.

____

The National September 11 Memorial and Museum (9/11 Memorial & Museum) is an equal opportunity employer. Applicants who meet the qualification requirements of the role will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The National September 11 Memorial & Museum (9/11 Memorial & Museum) is committed to an organizational culture that supports and reinforces our values regarding diversity, equity, inclusion, and accessibility (DEIA). We seek to build a collaborative, open, and equitable space where staff want to be, knowing that their contributions, professional expertise, and distinct voices are valued and respected. We encourage and celebrate an inclusive environment where candor and participation, when it comes to sharing ideas and collaborative problem-solving, are welcomed regardless of one’s role at the Museum or background. 

Reasonable accommodation may be made to qualified candidates, during the interview process, to enable individuals with disabilities an opportunity to interview.