Coordinator, A&C Field Operations

Position Summary

The Coordinator A&C Field Operations (Coordinator) contributes specialized knowledge and skill in project management and operations to support team and department business objectives and assists with the daily field operations within Architecture and Construction. This position helps to facilitate the team’s relationships with design consultants, professionals, contractors, and vendors. The Coordinator partners with A&C Project Managers and leaders to provide Construction, Furniture, Furnishings & Equipment (FF&E) project management and acceptance oversight for turn-key projects. The position will also create and maintain computer and paper-based filing and organization systems for records, reports, documents, etc. This Coordinator will also participate in and contribute to project meetings providing project status updates and recommendations for solutions, use PMWeb and online files to maintain project files and Microsoft Project to maintain schedules relating to reserve, capital projects and renovations. Facilitate project orientation and training.

Follow all company policies and procedures, ensure uniform and personal appearance is clean and professional, maintain confidentiality of proprietary information, and protect company assets. Speak with others using clear and professional language, prepare and review written documents accurately and completely. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance. Perform other reasonable job duties as requested.

Specific Contributions

The Coordinator will assist with:

A&C Project Coordination

• Coordinating the deliverables of all contractors, subcontractors and independent contractors, that are involved with or performing services in connection with the Project. 
• Attend Project kick-off meetings. 
• Provide on-site Project management throughout the entire Project schedule being present on-site at the Property whenever any Contractor is present at the Property.   
• Support Project coordination and trade scheduling by holding meetings and/or conversations as necessary to ensure that all trades are on track to complete the Projects according to schedule.  
• Provide site logistics coordination to ensure that all Project trades are working in designated areas to not interfere with each other.  
• Provide Project status reports to A&C team members on a weekly if not more frequent basis to include:  

• the number of trade employees that are at the Property from each Project Contractor.  
• the number of Manager employees that are working at the Property.  
• the Projects’ progress as it relates to the baseline schedule for the Projects.  
• issues log tracking to include resolution.  
• Safety/Security/Policy violations by specific individual Project Contractor’s employees, as such violations are determined by the Field Coordinator.
• Status of permitting and inspections

• Assisting management with all aspects of the Project. 

Onsite Project Support

• Oversee a check-in/check-out log for the Property, which shall be used by all Contractors’ agents, employees, and representatives.  
• Monitor onsite operations to help ensure all Project Contractors and employees, agents and representatives of the project are following site protocols for safety & security.  Escalate areas of concern to Project Manager or Senior leader responsible for the project in a timely manner.
• Conduct onsite inspections to determine if Project Contractors are completing contractual scope of work on an ongoing basis.  Escalate any differences to Project Manager or Senior leader responsible for the project in a timely manner.
• Document and track any issues or problems that occur on Projects and the resolutions.  
• As required and authorized, liaise with all governmental authorities having oversight over the Projects, including, but not limited to, inspectors from the AHJ, to ensure that they have access as required to complete their work.  
• Work with any visitors to the Property to ensure that they follow Resort policy for access to the Property.

Generic Contributions

• Participate in meetings with design, general contractors and resort operations to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items.
• Create and maintain computer and paper-based filing and organization systems for records, reports, documents, etc.
• Manage internal and external guests on the project.
• Prepare and process timesheets, complete expense reports.
• Transmit information or documents using a computer.
• Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files.
• Prepare documents using word processing, spreadsheet, database, or presentation software.
• Working knowledge and use of Microsoft Project
• Speak to guests and co-workers using clear, appropriate, and professional language.
• Prepare and review written documents (e.g., daily logs, letters, reports), including proofreading and editing written information to ensure accuracy and completeness.
• Talk with and listen to other employees to effectively exchange information.
• Support all co-workers and treat them with dignity and respect.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.
• Handle sensitive issues with employees and/or Professionals with tact, respect, diplomacy, and confidentiality.
• Pack and un-pack large items.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Perform other reasonable job duties as requested.

Candidate Profile

Education

• High school diploma/G.E.D. equivalent

Experience

• 2 years of related work experience

Skills and Attributes:

• Proven ability to apply excellent written and verbal communication skills.
• Strong consulting skills and ability to interface with senior business leaders. 
• Proficiency with Microsoft Office 365 Suite, including advanced MS Word, Excel, and PowerPoint skills.
• Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
• Ability to work under pressure in a positive professional manner and to be flexible and adaptive to change while still providing superior customer service.
• Ability to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy.
• Work in a team-oriented environment with a number of professionals with different work styles and support needs.
• Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks.

• High level of skill in managing confidential and sensitive information and data.

• Travel as required to support assigned projects.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.