Project Coordinator

swipejobs

Manhattan, NY

Job Description:

This role is responsible for managing and processing move/add/change (MAC) requests through the Maximo work management system, coordinating furniture and space reconfigurations, supporting commercial interior planning efforts, and ensuring timely execution of workplace adjustments. The Project Coordinator plays a key role in optimizing commercial office environments to support employee comfort, productivity, and compliance with space and facilities standards. The ideal candidate understands commercial office space planning principles, is highly organized, customer-facing, and capable of managing multiple workstreams in a fast-paced, enterprise environment. Please note that we are unable to sponsor applicants requiring work authorization or visas for the positions currently available. We kindly request that only candidates who already possess the legal right to work in the United States apply for consideration.

Responsibilities

Monitor, review, and process incoming service requests in Maximo (work management system).
Utilize Microsoft Project for coordinating schedules, tracking deliverables and assisting in maintaining communications across different departments.
Route and assign work related to moves, furniture installations, signage, AC units, and related facilities modifications
Maintain tracking logs and spreadsheets for various job categories and ensure accurate ticket documentation, updates, and close-outs
Ensure all communications and documentation reference applicable ticket numbers
Provide regular status updates to stakeholders and leadership
Support Architects and Planning staff to implement move/add/change (MAC) requests
Update seat assignments, occupancy data, and layouts in the space management system
Print and distribute floor plans and drawings from the space database as needed
Review commercial office layouts to ensure space optimization based on occupancy requirements and design standards
Conduct floor walks to assess furniture condition, identify repair/replacement needs, and validate layout accuracy
Coordinate internal office moves across locations
Schedule and manage movement of furniture, equipment, and employee belongings
Assign and oversee work for moving teams including moves, shredding swaps, installation support, and materials management
Coordinate with Facilities Operations for signage installation and related physical updates
Support furniture requests and related logistics
Communicate with customers, contractors, vendors, and various levels of management to clarify requirements and ensure alignment
Follow up on material orders, equipment deliveries, and installations
Meet with internal clients to understand workspace needs and provide guidance
Create reports and summary tables based on space utilization, move activity, and work volume
Monitor moving team logs, review timesheets, compile totals, and provide documentation for approval
Maintain organized digital and physical documentation including scanning, copying, and filing
Provide general administrative and project support to planning and management staff