Construction Facilities Coordinator

The Design & Construction - Facilities Coordinator serves as the primary point of contact and coordinator for all incoming requests related to construction projects, work orders, events, real estate initiatives, furniture procurement, and other departmental activities within Construction, Facilities, and Real Estate (CFRE). This role is responsible for receiving, triaging, validating, coordinating, tracking, and transitioning requests from initial client contact through assignment to the appropriate Project Manager or Initiative Owner. The position ensures requests are clearly defined, properly funded, compliant with applicable requirements, and set up for successful execution before handoff. As the first point of contact for the department, this role plays a critical customer-facing function and directly impacts project success, stakeholder confidence, and operational efficiency. This role serves as a developmental pathway toward Program Manager-level positions within Construction, Facilities, and Real Estate, building direct working exposure to space management, program governance, and project delivery. Issues and decisions beyond the scope of the role are escalated to the Senior Program Manager or Director.

Serve as the primary point of contact for all incoming requests related to construction projects, work orders, events, real estate and lease coordination, furniture procurement, and other departmental initiatives.

Receive, triage, and route requests with urgency and accuracy to determine the appropriate path (project, work order, event, or other), ensuring timely progression and clear ownership.

Coordinate directly with requestors to confirm scope, vision, goals, objectives, funding source, schedule expectations, constraints, and other key elements required for successful execution.

Confirm funding availability and readiness in coordination with Finance and other required University departments prior to project or initiative initiation.

Manage work order requests by either redirecting them to the appropriate party for CMMS entry or initiating, tracking, and following up on work orders routed through Construction, Facilities, and Real Estate until completion.

Manage project request intake by establishing project IDs in applicable systems, coordinating internal reviews, and preparing complete and accurate transition packages for assignment to the third-party Program Management entity or internal Project Managers.

Route project requests to the Minor or Major Projects Program based on established thresholds, and assist Major Project teams with intake coordination and project setup.

Support space management activities through field verification, measurements, and logistics coordination, assisting the department in confirming as-built conditions and space utilization data.

Coordinate concept proposal intake with heightened urgency to enable timely assignment to third-party Program Management entity for planning, including assembling handoff packages that support effective budgeting, scheduling, and execution.

Coordinate input and requirements from internal Construction, Facilities, and Real Estate teams and other University departments including Procurement, Finance, Parking & Transportation, Environmental Health & Safety, Building Code, Legal, and others as required.

Support logistics and scheduling coordination for FF&E and test-fit activities. 

Support documentation and logistics coordination for the department's Project Steering Committee for projects that reach the applicable review threshold.

Develop, document, and maintain Standard Operating Procedures (SOPs), checklists, templates, and workflows related to request intake and project transition processes; support adoption and implementation across the department.

Maintain accurate logs, trackers, and documentation for all requests, projects, work orders, and initiatives; supplement existing systems as needed to ensure reliable tracking, follow-up, and reporting.

Coordinate and track project budget requests and project budget changes through review, approval, and processing, maintaining accurate records and documentation.

Support information gathering, analysis, reporting, and data requests across Construction, Facilities, and Real Estate, including intake metrics, turnaround times, and handoff quality that feed the department's program-level KPI framework.

Identify process gaps and inefficiencies and proactively recommend and support improvements to enhance operational efficiency, clarity, and customer experience.

Support external lease and real estate coordination efforts and assist with furniture procurement and coordination activities.

Support construction and facilities-related emergency preparedness, response, and recovery activities as assigned.

Participate in departmental initiatives

Perform other duties as assigned.

Minimum Qualifications:

Education: Bachelor's degree in Construction Management, Architecture, Engineering, Planning, Business Administration, Public Administration, or a related field OR an equivalent combination of education and directly relevant experience.
Experience: 1–3 years of experience in one or more of the following environments:
Construction, facilities, planning, design, or project management
Capital projects, facilities operations, or public-sector environments
Customer-facing coordination, intake, or project support roles
Required Competencies (in lieu of years):
Demonstrated ability to manage multiple concurrent requests and deadlines. Strong written and verbal communication skills. Proven follow-up discipline and attention to detail. Experience working with structured processes, documentation, and tracking tools (spreadsheets, logs, basic systems).

Degree Equivalency Clause: Four years of direct experience for a bachelor’s degree.
• Senate Bill 1310- The Florida Senate (https://www.flsenate.gov/Session/Bill/2023/1310) is conditional upon meeting all employment eligibility requirements in the U.S.
• SB 1310: Substitution of Work Experience for Postsecondary Education Requirements
• A public employer may include a postsecondary degree as a baseline requirement only as an alternative to the number of years of direct experience required, not to exceed:
• (a) Two years of direct experience for an associate degree;
• (b) Four years of direct experience for a bachelor’s degree;
• (c) Six years of direct experience for a master’s degree;
• (d) Seven years of direct experience for a professional degree; or
• (e) Nine years of direct experience for a doctoral degree
• Related work experience may not substitute for any required licensure, certification, or registration required for the position of employment as established by the public employer and indicated in the advertised description of the position of employment.
• Minimum Qualifications that require a high school diploma are exempt from SB 1310.

Preferred Qualifications: 

Demonstrated interest in progressing toward project or program management responsibilities within capital construction.

Additional Info for Applicant:

Essential Personnel
This position has been designated as Essential Personnel. Essential Personnel may be required to participate in preparedness/response/recovery activities outside of normal work hours, including USF closings, in response to a major emergency or natural disasters affecting USF operations.

Working Conditions

Fast-Paced Environment – Manages high-volume, time-sensitive requests and shifting priorities.

Office/Hybrid Setting – Regular use of computers, tracking tools, spreadsheets, and intake systems.

High Interaction Level – Frequent communication with multiple departments, vendors, and stakeholders.

Process-Driven Work – Tasks follow structured procedures, compliance steps, and defined workflows.

Occasional Ambiguity – Must adapt to evolving procedures, incomplete information, or imperfect systems.

Emergency Response – May support emergency response activities, including hurricane preparation, response, recovery, and cleanup operations.

Environment – Typical indoor environment/office setting, with periodic on-site field verification.

Physical Requirements – Climbing, standing, stooping, and/or typing; ability to lift up to 20 lbs as needed.

Travel – Ability to travel to other USF campuses and/or other locations as requested.

Knowledge Skills & Abilities:

Technical Skills

Ability to manage, track, and prioritize a high volume of concurrent requests across multiple workstreams, including projects, work orders, events, and departmental initiatives.

Strong documentation skills with the ability to produce clear, complete, and accurate intake summaries and project transition packages.

Proficiency in developing and maintaining tracking tools, logs, spreadsheets, and basic dashboards to ensure visibility, follow-up, and accountability.

Ability to establish project identifiers and initiate records within applicable systems and databases.

Strong attention to detail in confirming funding sources, approvals, and readiness prior to project or initiative initiation.

Ability to learn and apply structured processes, requirements, and agreements such as the Fixed Capital Outlay process and third-party program management agreements.

Comfort working in environments where systems are imperfect and must be supplemented or augmented to achieve reliable outcomes.

Ability to perform basic field verification and measurement tasks in support of space management activities.

Basic understanding of project management concepts including scope definition, schedule considerations, budgets, and risk awareness (preferred but not required).

Soft Skills

Exceptional customer service orientation with a professional, responsive, and solution-focused approach.

Strong follow-up discipline; consistently closes loops and ensures commitments are met.

Highly organized with the ability to manage competing priorities without losing accuracy or momentum.

Self-motivated and proactive, with a demonstrated bias toward action and ownership.

Clear and effective written and verbal communication skills across technical and non-technical audiences.

Ability to navigate a matrixed organization and coordinate across multiple departments and stakeholder groups.

Strong problem-solving skills with the ability to identify issues, ask the right questions, and escalate appropriately.

Ability to remain calm, adaptable, and effective in fast-paced or ambiguous situations.

Results- and outcomes-focused mindset with a commitment to seeing work through to completion.

Industry Knowledge

Ability to quickly develop working knowledge of Florida Statutes applicable to construction, facilities, and real estate activities, Board of Governors Regulations, and University policies, procedures, and governance structures.

Understanding of public-sector or higher-education project environments and associated compliance requirements.

Familiarity with capital project lifecycles from request intake through planning and execution.

Awareness of public funding, procurement, and approval processes.

Understanding of the roles and interactions between internal stakeholders and third-party program or project management entities.

Knowledge of facilities, construction, planning, and real estate coordination concepts is preferred.

The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. In 2025, U.S. News & World Report recognized USF with its highest overall ranking in university history, as a top 50 public university for the seventh consecutive year and as one of the top 15 best values among all public universities in the nation. U.S. News also ranks the USF Health Morsani College of Medicine in the highest tier, placing it as one of the top 16 medical schools in the nation and inside the top 10 among public universities.  USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $750 million in research funding in 2025 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of nearly $10 billion for the state of Florida. USF’s Division I athletics teams compete in the American Conference. Learn more at  www.usf.edu .