Project Coordinator

JOB ID: 26000154

Milton Hershey School (MHS) is a nationally recognized, cost-free private school serving approximately 2,200 students in pre-K through 12th grade. Founded in 1909 through the generosity of Milton and Catherine Hershey, MHS provides students from disadvantaged backgrounds with a supportive home, an exceptional education, and opportunities to thrive. More than 12,000 graduates have gone on to lead fulfilling, productive lives, and the school continues to expand its impact on future generations.

MHS is seeking a highly organized and detail-oriented Project Coordinator to provide administrative support to the Facilities and Technical Services Asset Renewal Department. In this role, you will provide essential administrative and project coordination support for multiple capital construction projects, from planning and design through construction and closeout.  This is an excellent opportunity for an experienced administrative professional who enjoys managing details, improving processes, working with multiple stakeholders, and helping complex projects move forward successfully. At MHS, employees are expected to demonstrate the School’s Sacred Values of Commitment to Mission, Integrity, Mutual Respect, and Positive Spirit while contributing to a culture of excellence, accountability, and service. 

Key Responsibilities

• Establish, organize, and maintain electronic project files, shared email accounts, correspondence, contracts, and supporting documentation.

• Assist project teams with preparing, distributing, and tracking design professional agreements and contract documents.

• Distribute bid documents and support project managers with the preparation of bid addenda.

• Ensure contractor proposals, contracts, insurance certificates, and project correspondence are accurately filed and readily accessible.

• Prepare AIA contracts, work authorizations, purchase orders, and related documents, and process them through PeopleSoft.

• Assist with the creation and maintenance of project submittal registries.

• Draft, proofread, process, and distribute letters, memoranda, meeting minutes, reports, spreadsheets, and other project materials.

• Schedule meetings, coordinate logistics, take notes, and distribute meeting documentation.

• Run project cost reports and assist project managers with cost reconciliation.

• Support project turnover by preparing documentation for Facilities.

• Coordinate the project closeout process, including collecting contractor documentation and assembling operations and maintenance materials.

• Identify and resolve administrative issues that may affect the orderly and timely flow of project work.

• Provide limited shared services support to the functional owner in establishing and executing goals, as needed.

Work schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. This position is primarily onsite office-based on the MHS campus, with occasional visits to construction project sites. Site visits may require a hard hat, safety glasses, appropriate footwear, and a high-visibility vest. Occasional off-campus travel may be required. Pay is in the range of $23.00 - $31.00 an hour, depending on years of experience, plus a comprehensive benefits package.

Qualifications:

• High school diploma or GED required.

• Minimum of three years of relevant administrative, project coordination, construction, facilities, or related experience.

• Valid Pennsylvania driver’s license.

• Advanced proficiency with Microsoft Word, Excel, and PowerPoint.

• Experience using PeopleSoft, construction management software, or comparable project and financial systems, preferred.

• Strong document-management, recordkeeping, proofreading, and organizational skills.

• Ability to manage multiple projects and priorities independently while meeting deadlines.

• General knowledge of commercial construction is preferred.

• Microsoft Office Specialist certification, a plus.

• Certified Administrative Professional certification preferred.