Facilities Project Coordinator

Dutchbros
Tempe, Arizona
Full Time

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It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time.

Position Overview

As the Facilities Project Coordinator, you will play a pivotal role in providing essential administrative and project management support to assigned projects. Your responsibilities include coordinating with stakeholders, ensuring effective communication, and facilitating the smooth execution of project tasks. This role requires a proactive and organized individual with strong administrative and project management skills to contribute to the success of our projects.

Key Result Areas

Provide administrative support to assigned projects:

Upload all supporting documentation (budgets, approvals, scope of work, approved invoices, change orders, etc.) to ensure smooth project execution and record keeping
Attend meetings with internal and external stakeholders and take detailed notes to provide accurate updates and maintain effective communication
Create invoice cover sheets to accurately update designated approvers of project costs. - Update and close out projects in all tracking systems
Upload final approved invoices, change orders, close out documents, and other project related support to Lucernex
Create POs for incoming project related invoices per DB standard
Provide support to Facilities Coordinator role, as needed

Provide project management support to assigned projects:

Place and manage orders with assigned vendors, track shipments, and confirm delivery dates with key stakeholders (Operator, Project Manager, etc.) to ensure project timelines are met
Act as the point of contact between Fixed Asset (Accounts Payable) and Portfolio Management team to ensure accurate PO submission and timely vendor payments
Meticulously track incoming invoices while recording actuals against the budget to maintain financial transparency
Regularly pull spending actuals and diligently update information into designated tracker to keep track of replacements to ensure timely completion
Run reports within designated CMMS to organize relevant data and present to team

Communicate and coordinate with relevant stakeholders:

Coordinate and initiate regular communication with project stakeholders
Regularly meet with Fixed Asset (Accounts Payable) team to update on invoice and payment status of ongoing projects
Act as liaison between Portfolio Management team and other internal departments to collect information, update stakeholders, and define project details to ensure company objectives are met
Communicate asset replacements to appropriate contacts within DB to ensure accurate and up to date records
Other duties as assigned

Job Qualifications

Exceptional organizational skills required
Must have ERP experience (Microsoft D365 preferred)
Proficiency in Microsoft Office Suite and Google Suite
Associates degree or higher preferred
Preferred experience in CMMS (Ecotrak)
Preferred experience in Project Management Software
Knowledge of building site repair and construction preferred

This position is based in Phoenix, Arizona

Physical Requirements

Occasionally move or lift office items
Must be able to work in an office environment
Must be able to communicate in an effective manner to perform job duties
Vision must be good or corrected in order to perform essential job duties
Hearing must be good or corrected in order to have the ability to understand information to perform essential job duties
Ability to read and write in English in order to process paperwork and follow up on any actions necessary
Constantly operates a computer and other office productivity machinery, such as calculators, copy machines, computers, and office equipment

Skills