Project Coordinator - New York

Only for registered members New York, United States

13 hours ago

$50,000 - $85,000 (USD) per year *

* This salary range is an estimation made by beBee

Title : · Project Coordinator · Duration : 6 Months Contract · Location : · New York, NY · Job Description: · Real Estate – Project Planning & Development (PPD) · Position OverviewThe Project Coordinator supports the Real Estate- Project Planning & Development (PPD) team, working ...

Job description

Title :
Project Coordinator

Duration : 6 Months Contract

Location :
New York, NY

Job Description:
Real Estate – Project Planning & Development (PPD)
Position Overview

The Project Coordinator supports the Real Estate- Project Planning & Development (PPD) team, working closely with Architects, Planning Analysts, and Section Management to execute commercial space planning and workplace modification initiatives across Client facilities.

This role is responsible for managing and processing move/add/change (MAC) requests through the Maximo work management system, coordinating furniture and space reconfigurations, supporting commercial interior planning efforts, and ensuring timely execution of workplace adjustments.

The Project Coordinator plays a key role in optimizing commercial office environments to support employee comfort, productivity, and compliance with space and facilities standards.

The ideal candidate understands commercial office space planning principles, is highly organized, customer-facing, and capable of managing multiple workstreams in a fast-paced, enterprise environment.

Key Responsibilities
Ticket Processing
Monitor, review, and process incoming service requests in Maximo (work management system).
Route and assign work related to moves, furniture installations, signage, AC units, and related facilities modifications.
Maintain tracking logs and spreadsheets for various job categories and ensure accurate ticket documentation, updates, and close-outs.
Ensure all communications and documentation reference applicable ticket numbers.
Provide regular status updates to stakeholders and leadership.
Space Planning
Support Architects and Planning staff to implement move/add/change (MAC) requests.
Support space planning efforts by updating seat assignments, occupancy data, and layouts in the space management system.
Print and distribute floor plans and drawings from the space database as needed.
Review commercial office layouts to ensure space optimization based on occupancy requirements and design standards.
Conduct floor walks to assess furniture condition, identify repair/replacement needs, and validate layout accuracy.
Move Coordination
Coordinate internal office moves across Client locations (including 4 Irving Place and other facilities).
Schedule and manage the movement of furniture, equipment, and employee belongings.
Assign and oversee work for moving teams (moves, shredding swaps, installation support, materials management).
Coordinate with Facilities Operations for signage installation and related physical updates.
Support XM1 furniture requests and related logistics.
Stakeholder Communication
Communicate with customers, contractors, vendors, and various levels of management to clarify requirements and ensure alignment.
Follow up on material orders, equipment deliveries, and installations.
Meet with internal clients to understand workspace needs and provide guidance.
Serve as a front-facing representative of the PPD / Real Estate team.
Reporting & Administrative Support
Create reports and summary tables based on space utilization, move activity, and work volume.
Monitor moving team logs (daily/weekly), review timesheets, compile totals, and provide documentation for approval.
Maintain organized digital and physical documentation (scanning, copying, filing).
Provide general administrative and project support to planning and management staff.
Required Qualifications
2–5+ years of experience in project coordination, facilities coordination, space planning, architecture support, or commercial interiors.
Experience working within a facilities, real estate, architecture, or corporate workplace environment.
Familiarity with work order or ticketing systems (Maximo preferred).
Understanding of commercial office space planning and workplace standards.
Strong proficiency in Microsoft Excel (data tracking, reporting, pivot tables preferred).
Proficiency in Microsoft PowerPoint and general MS Office tools.
Strong written and verbal communication skills.
Ability to prioritize, expedite, and manage multiple concurrent tasks.
Highly organized with strong attention to detail.
Comfortable interacting with internal customers and senior leadership.
Preferred Qualifications
Experience supporting Architects or Planning teams.
Familiarity with space management systems and concepts
Experience coordinating office moves or furniture installations.
Background in commercial interiors, workplace planning, or facilities operations.
Analytical mindset with ability to interpret floor plans and occupancy data.

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