Project Coordinator

The Project Coordinator supports the planning, design, delivery, and operation of capital projects and facility improvements across the organization. This role provides coordination, documentation, recordkeeping, scheduling, and administrative support to the Design & Engineering team (Senior Director and Project Managers), ensuring projects are well organized, information is accurate and timely, and stakeholders remain informed throughout the project life cycle. The Project Coordinator is a key contributor to consistent project delivery, helping to maintain standards, processes, and records across multiple concurrent projects in an active, operational campus environment.   Our Mission: Houston Zoo connects communities with animals, inspiring action to save wildlife. Our Vision: Houston Zoo will be a leader in the global movement to save wildlife.   Job Duties and Responsibilities: Project Coordination & Documentation Create, organize, and maintain comprehensive facilities and construction project records, including permits, design and construction drawings, submittals, RFIs, engineering reports, and closeout documentation. Assist Project Managers with project setup, coordination, tracking, and reporting across multiple concurrent projects. Maintain organized project files and logs within SharePoint, Computerized Maintenance Management System (CMMS), Geographic Information System (GIS), and other institutional systems. Track project milestones, action items, and deliverables; follow up on outstanding items to support schedule adherence. Financial & Contract Administration Support Track status of invoices, purchase orders, and contracts in coordination with Project Managers and Finance staff. Support procurement and contractor onboarding activities, including collection of insurance certificates and other compliance documentation. Scheduling & Communication Schedule project meetings; prepare agendas; record and distribute meeting minutes and action item summaries. Support clear, timely communication between Design & Engineering staff, Facilities staff, internal stakeholders, and external consultants or contractors. Assist with preparation of project status updates, summaries, and presentation materials for leadership review. Asset & Data Management Maintain and update Geographic Information System (GIS) databases and facilities asset inventories; incorporate new construction and renovation data into existing records. Populate and update preventative maintenance data, asset records, and work order information in the Computerized Maintenance Management System (CMMS). Support data accuracy, consistency, and long-term usability across project and facilities systems. Process Support & Continuous Improvement Assist with implementation and maintenance of standardized project templates, trackers, and workflows. Identify opportunities to improve coordination, documentation, and information flow across projects and systems. Contributes to saving animals in the wild through reduction of waste, water and energy use and inspiring guests and staff to take wildlife protecting actions. Performs other duties as assigned.   Education and Experience: Bachelor’s degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience. Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously. Proficiency with Microsoft Office (Excel, Word, Outlook); experience with SharePoint or similar document management systems preferred. .   ABOUT HOUSTON ZOO The Houston Zoo is made up of many moving parts with over 6,000 permanent residents (our animals) for whom we provide housing, meals, medical care and, yes, even education! There are over 2 million guests each year who come to experience our incredible variety of animals and ecosystems, as well as attend special private and public events and entertainment. Our dedicated staff works around the clock to ensure that the Zoo is always running smoothly for the safety and well-being of our residents and guests. We strive to ensure the protection of all the counterparts of the animals we have at the Zoo and in the wild.  Join the Houston Zoo and become a part of an organization that is focused on the preservation of wildlife and their habitats by combining conservation with education and the promotion of sustainable livelihoods in the local communities.  Houston Zoo is an Equal Opportunity Employer.