About the Role:

The Project Coordinator supports the Corporate Real Estate & Workplace Solutions team by coordinating project activities, maintaining accurate documentation, and assisting with financial tracking, invoice processing, and project closeout.

This role works closely with Project Managers, the Design Manager, internal partners, vendors, and stakeholders to support larger initiatives and manage smaller projects as needed.

The Impact You'll Make:

Project Coordination

• Support Project Managers by coordinating schedules, documentation, deliverables, and project updates
• Track milestones and maintain accurate project information in systems such as Tango and OneDrive
• Coordinate with vendors, internal partners, and stakeholders to support project execution
• Support incidental requests, moves, adds, and changes as needed

Small Project Management

• Manage small-scale projects from planning through completion, including office closures, workstation reconfigurations, moves, and signage updates
• Coordinate scope, schedule, vendor support, stakeholder communication, and completion tracking for assigned projects.
• Ensure project documentation, approvals, and closeout steps are completed accurately and on time

Financial Tracking and Invoice Processing

• Review, track, and process project-related invoices for accuracy and alignment with scope and budget
• Support invoice coding and submission to Finance for payment
• Maintain tracking logs for project financials, commitments, and accruals
• Coordinate with Finance on monthly, year-end, and other reporting needs
• Monitor project budgets and flag potential variances to Project Managers

Administrative and PM Support

• Provide administrative support to Project Managers and the Design Manager
• Maintain organized project records, folders, and file structures
• Prepare project status updates, financial summaries, and other reporting materials

Collaboration and Communication

• Serve as a liaison between Project Management, Workplace Solutions, vendors, and stakeholders
• Communicate project updates clearly, accurately, and proactively
• Support cross-functional coordination to help ensure smooth execution of moves and project activities

What You'll Bring to Baird:

• 2-5 years of experience in project coordination, corporate real estate, facilities, construction, or a related field
• Experience with invoice tracking, financial coordination, budget tracking, or related administrative support
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Clear communication skills and the ability to coordinate effectively with internal partners, vendors, and stakeholders
• Proficiency in Microsoft Office, including Excel, PowerPoint, and Word; experience with project tracking systems such as Tango or similar tools preferred
• Detail-oriented with sound judgment and problem-solving skills

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