Real Estate & Facilities Project Coordinator

T his position requires that you must be a US Citizen for consideration and meet all Federal Contractor employee requirements. Nomad GCS does not support the H1B Visa for this position.

Position : Real Estate & Facilities Project Coordinator

Division : People & Development

Department : Real Estate Campus Planning

Status : Full-Time

Overview: Nomad Global Communications Solutions is a leading provider of communication and response products serving a wide variety of customers. Our purpose is to be the solution when every minute matters. We seek a candidate that is self-inspired to learn and demonstrates a high degree of customer service while positively contributing to our team.

The Real Estate Development & Facilities Project Coordinator at Nomad GCS will provide critical support to the Real Estate Development & Facilities Manager by assisting in a wide range of real estate development, construction, campus planning, and facilities management initiatives. This role requires flexibility, attention to detail, and strong coordination skills to manage administrative tasks, project tracking, vendor coordination, reporting, and hands-on support for ongoing projects and facility operations.

The position will serve as an operational extension of the Manager, ensuring smooth execution of priorities across both real estate development and facilities categories and will also provide flexible support to the Montana facilities teams, assisting with facilities operations, project coordination, and documentation needs as directed by the Real Estate Development & Facilities Manager.

ESSENTIAL FUNCTIONS / RESPONSIBILITIES:

Real Estate Development Support:

+ Assist in lease and property acquisition activities by coordinating documentation, preparing comparative analysis summaries, and maintaining real estate records.

+ Support construction and space planning efforts, including managing project schedules, tracking task completions, preparing submittals, and coordinating with vendors, architects, contractors, and consultants.

+ Maintain up-to-date documentation for site layouts, project specifications, drawings, and permits.

+ Help compile and maintain project budgets, payment tracking, and cost reporting tools for active real estate projects.

+ Conduct preliminary market research and assist with feasibility studies for potential acquisitions, lease renewals, or campus expansions.

+ Organize and assist with site due diligence activities such as title searches, zoning research, environmental assessments, and site inspections.

+ Provide administrative support for strategic planning initiatives, including coordination of internal meetings, documentation updates, and preparation of high-level summaries for executive review.

Facilities Management Support:

+ Support campus planning initiatives by helping track infrastructure upgrades, maintenance projects, and facility expansion efforts.

+ Maintain documentation and assist in coordinating ongoing facility remodels, moves, space reconfigurations, and maintenance projects across Nomads locations.

+ Coordinate with Facilities leadership as directed to assist in scheduling or tracking facilities tasks.

+ Support vendor relationships for facilities services by assisting with vendor communications, tracking performance, reviewing service contracts, and maintaining vendor documentation for services such as janitorial, landscaping, waste management, utilities, mechanical, and construction support.

+ Assist with cost control initiatives, including helping review recurring facilities cost reports, conducting vendor cost studies, tracking service expenditures, and supporting cost reduction and optimization efforts across facilities operations.

+ Support facilities team build out & maintenance of the preventative maintenance tracking system (FIIX), ensuring data entry for infrastructure assets and maintenance schedules remains current.

+ Support facilities initiatives such as sustainability projects, infrastructure risk assessments, and space optimization efforts.

Administrative & Project Coordination:

+ Maintain centralized project tracking logs, vendor contact databases, lease abstracts, and facility asset records.

+ Assist in preparing monthly, quarterly, and annual reports on facilities performance, project status, maintenance activity, and budget summaries.

+ Track and support contract lifecycles and insurance compliance documentation for real estate, construction, and facility vendors.

+ Prepare meeting agendas, distribute notes, and follow up on action items from project meetings and stakeholder discussions.

+ Assist with scheduling and coordination of interdependent activities across real estate development projects, construction activities, department moves, and facilities initiatives. Operate scheduling software or project management platforms to maintain timelines and be prepared to make frequent updates in response to changes in project variables or operational priorities.

+ Support the Manager in ensuring documentation is audit-ready and that reporting is timely and accurate.

General Support Duties:

+ Serve as a proactive extension of the Real Estate Development & Facilities Manager, ensuring smooth execution of daily activities.

+ Maintain a strong working knowledge of active projects, facilities initiatives, and future pipeline plans to anticipate support needs.

+ Flex between real estate and facilities categories as project demands fluctuate, adapting to shifting priorities.

+ Represent the department in a professional manner with internal stakeholders, vendors, and external partners.

+ Other duties and responsibilities as assigned.

BASIC KNOWLEDGE DESIRED:

+ Basic understanding of real estate transactions, lease administration, and construction project lifecycles.

+ Knowledge of facility operations, preventative maintenance programs, and campus planning activities.

+ Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and project management software (e.g., Smartsheet, MS Project, or equivalent).

+ Familiarity with document control principles, project financial tracking, and vendor management systems.

+ Strong organizational skills with keen attention to detail and ability to manage multiple priorities simultaneously.

+ Ability to communicate clearly, professionally, and tactfully across multiple teams and vendors.

+ Comfort working both in an office environment and during occasional site walks, inspections, or project meetings in the field.

+ Demonstrate understanding and application of Nomad Core Values.

PHYSICAL DEMANDS:

+ Ability to move around project sites, including navigating uneven terrain, construction areas, and various outdoor environments.

+ Occasionally required to lift and carry objects weighing up to 25 pounds, such as project materials, equipment, or documentation.

+ Prolonged periods of standing and walking during site visits, inspections, and meetings.

+ Ability to climb ladders, scaffolding, and other structures as needed for site assessments and inspections.

+ Adequate visual acuity to read blueprints, project plans, and other detailed documents, as well as to inspect work sites and ensure safety compliance.

+ Sufficient hearing ability to communicate effectively in noisy environments, such as construction sites, and to hear alarms or other warning signals.

+ Ability to use hands and fingers to operate tools, equipment, and computers, as well as to handle and manipulate project materials.

+ Ability to travel to various project sites, which may require driving long distances or flying to different locations, depending on the projects geographic scope.

WORKING ENVIRONMENT:

+ The role will primarily involve working in an office environment, where duties include project planning, coordination, and administrative tasks. Everyday workwear must be business casual/smart casual and appropriate for the office environment.

+ The role may involve working in physically demanding environments, particularly in relation to outdoor conditions or navigating construction sites.

+ Frequent visits to construction and project sites are required. These environments may involve exposure to various weather conditions, noise, dust, and other typical construction-related factors.

+ Regular travel between project sites, which may include local, regional, or even international locations, depending on project needs. Travel could involve extended periods away from the primary office.

+ When on construction sites, wearing personal protective equipment (PPE) such as hard hats, safety glasses, gloves, and high-visibility clothing is mandatory.

+ The position may require working outside of normal business hours, including evenings and weekends, to meet project deadlines or address urgent site issues.

+ The role involves frequent interaction with team members, contractors, and other stakeholders in both office and field settings, necessitating strong communication and coordination skills.

+ The job may involve working under tight deadlines and managing multiple projects simultaneously, requiring quick decision making and the ability to handle stress.

QUALIFICATIONS & EXPERIENCE:

+ Associates or Bachelors degree preferred, ideally in Construction Management, Facilities Management, Business Administration, or a related field (or equivalent experience).

+ 24 years of experience in a project coordination, facilities support, real estate administration, or construction administration role.

+ Strong communication and interpersonal skills.

+ High level of organization and initiative, with a proactive, solution-oriented mindset.

+ Ability to learn technical systems quickly (FIIX, project management platforms, lease management systems).

Nomad GCS is an equal opportunity employer, (EOE,) and voluntarily follows affirmative action guidelines. As an equal opportunity employer, Nomad GCS does not discriminate in its employment decisions on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable state and local laws.

Department

84-Real Estate Campus Planning

Employment Type

Full-Time

Minimum Experience

Experienced

Compensation

$70,000 - $80,000 DOE w/benefits