SENIOR COORDINATOR, CAPITAL PROJECTS

Occupational Summary

The Capital Projects Coordinator is responsible for Duke Utilities & Engineering Services (DUES) on a variety of building and utility construction and renovation projects as a member of the Office of Utility Renewal & Project Teams. They will be involved in all phases of the project including design, construction, commissioning and project turnover to the Operations Teams. This involvement is intended to ensure design and construction goal are aligned with the following operations goals:

• Deliver a fully functional, efficient, reliable and maintainable building
• Minimize life-cycle cost of facilities
• Early identification of issues
• Construction projects are built to Duke’s specifications
• Contractor means and methods are of high standard
• Complete commissioning before move in

The Capital Projects Coordinator will report to the DUES Manager of Utility Documentation & Locating. with dotted line accountability to the Project Teams.

Work Performed

• Participate as member of design team once the feasibility study and / or project initiation activities are completed.
• Participate in project scoping meeting with the Project Manager, Building Coordinator and / or Facility Engineer(s), Designers at the beginning of a capital project to understand the scope of work, key customers and stakeholders goals, the project schedule, and potential impact on existing building systems and utility infrastructure.
• Review and provide written comments on drawings, specifications and submittals.
• Review control sequence of operations for compliance with Facilities Management Department (FMD) Construction Standards.
• Review equipment accessibility for all maintenance and service activities including location of access doors, valves, disconnects and elevated surfaces. Review ability to access & maintain underground utility distribution lines & vaults.
• Review exceptions to FMD Construction Standards identified by the project team and determine if justified or acceptable.
• Review and comment on any value-engineering options being considered.
• Escalate items which remain unresolved at the Project Team level to the Project Steering Team (PST).
• Discusses Quality Assurance/Quality Control (QA/QC) plan with the Duke Project Manager (PM) & Construction Manager (CM) to help determine contractor qualifications, licenses, certificates required plus installation testing plan (i.e. – weld inspections) and acceptance across all trades.
• Provide recommendations in a timely manner on key areas which impact the long term operation and maintenance of buildings and utilities, and the effective delivery of services to these facilities.
• Review Commissioning Scope of Work and Testing Plan including Commissioning RFP, and schedule of commissioning activities. Review the Commissioning issues log and all updates.
• Decides if the Capital Project Coordinator or other FMD representative wants to participate or witness certain acceptance or commissioning tests.
• Assist Project Manager to identify which FMD employees should review submittals. Review pertinent submittals and any substitution requests.
• Review integrated Project Construction Schedule with milestone and detailed events.
• Assist in setting quality expectations by participating in coordination meetings; reviewing and commenting on coordination drawings, BIM models (where used) for interferences between various trades; discussing means and methods of installations.
• Identify required Operations Teams support to project construction activities. Assist in coordinating for shutdowns and service interruptions – understand timing & schedule impacts.
• Review Site Logistics Plan to ensure access to existing facilities, utilities, and campus occupants.
• Review on-site construction progress and conformance to approved construction documents:
  • Perform project walkthroughs during construction with as needed based on tasks, phase, complexity & speed of construction; Participates in monthly walkthrough with PM & CM.
  • Documents & communicates issues via PM. The PM is responsible for reporting on resolution of issues.
• Review Change Orders for material, equipment, or design changes.
• Receive and review completed Asset spreadsheet provided by Commissioning Agent for FMD to incorporate into Infor EAM (Enterprise Asset Management) Work Order Management System.
• Reviews Project Turnover documents and plans.
• Provide backup for other Capital Project Coordinators to ensure coverage is maintained and to develop further operational and facility knowledge.
• Manage the maintenance needs of the campus sidewalks, hardscape, and roads systems on the campus, including the hiring of contract work and repair. Responsible for the quarterly budgeting report of funds designated for such repairs.
• Performs other duties as required.

Minimum Qualifications

Education and/or Equivalent Experience:

• A.S. Degree in engineering technology, architectural technology, building maintenance, construction or other related field.
• Minimum of ten (10) or more years of experience in commercial, industrial or institutional facilities design, construction maintenance.

OR

• An equivalent combination of relevant education and/or experience

Knowledge, Skills, and Abilities:

• Required:
  • Extensive knowledge of building mechanical & underground utility systems including building plumbing and mechanical piping; water, sewer, storm, chilled water, and steam utility distribution systems.
  • Ability to read and understand architectural and engineering drawings including process flow diagrams, P&ID's specifications, and materials and equipment submittals.
  • Ability to provide solutions to a variety of technical problems of moderate scope and complexity.
  • Excellent attention to detail, and analysis and decision making skills.
  • Strong problem solving and conflict resolution abilities
  • Excellent oral and written communication skills; ability to communicate effectively to a wide range of audiences, including senior University management, faculty, trade employees, supervisors, staff from other departments, students, and others.
  • Proficient in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Preferred:
  • Experience as primary point of contact between Operations Teams and Project Teams for major capital projects
  • Related experience in construction quality assessment and overall construction administration
  • Experience with building systems commissioning process and interface with Outside Commissioning Agents

NOT IN PROJECT COORDINATOR JOB SCOPE PER COMMITTEE:

Project Initiation:

• For existing buildings, conduct walk-throughs of each system and building component to understand project impact. Identify potential building renewal needs and potential project tie-ins to various building components.

Schematic Design:

• Review subsurface testing reports and site evaluations.
• For existing buildings, confirm building renewal needs have been addressed and project tie-ins to various building components are located.

Pre-Construction:

• Review how planned construction activities impact on-going building operations as well as impact on services to the affected building and surrounding buildings.
• Identify major utility tie-in points, utility service interruptions, customer impact and ongoing operational impacts.
• Review long lead items & FAT (Factory Acceptance Testing) for key units.

Construction:

• Hold formal logistics meeting to determine how the project will be turned over. Incorporate turnover plan into the overall construction schedule.

Commissioning:

• Confirm that all critical systems issues are resolved before Certificate of Occupancy.
• Identify and coordinate systems overview training provided to FMD. Include how the system operates, service requirements and overall maintenance schedules.

Measurement & Verification:

• Develop Measurement and Verification Plan during Design Development Stage – Ensure Energy Modeling is completed by DD Stage.
• Ensure the building & engineering design conforms to the energy model. Address metering and sub-metering strategy established in Design Development.
• Ensure energy model is updated to reflect occupancy after 12 months of use and adjusted based on weather data.

Project Turnover & Operational Acceptance:

• Oversee Project Turnover & Operational Acceptance activities are completed. This includes project deliverables to Operations Owners (Facility Operations and DUES Operations):
  • Punchlist items are completed or review punchlist provided by others
  • O&M Manuals are provided prior to Certificate of Occupancy
  • As-built drawings are provided upon completion – including BIM models
  • As-built drawings are incorporate into GIS and stored appropriately
  • Training is provided to technicians and appropriate staff on building systems, maintenance activities and operational parameters
  • Ensure training is focused on systems operation and only new equipment not already used at Duke
• Identify specialized equipment to be purchased in order to perform maintenance activities. Determine if provided by project or by FMD.
• Create and conduct project-specific turnover checklists by functional area.
• Ensure LOTO (Lockout Tagout) & JHA's (Job Hazard Analysis) are developed three (3) months prior to project turnover.
• Ensure required electrical Arc Flash studies are provided three (3) months prior to project turnover and all Arc Flash labeling is installed.

Project Closeout:

• Ensure building equipment and PM (Preventive Maintenance) procedures are entered into EAM (Enterprise Asset Management) System.
• Receive and distribute DUES Operations & Facility Operations Turnover documentation from Project Team.
• Conduct Project Team Evaluation & Lessons Learned
• Ensure final sign off by all FMD Directors prior to release of contractor retention moneys, such as Final Payment.
• Receive and distribute Final Project Report to users and Operations Teams.

Minimum Qualifications

Education

A.S. Degree in engineering technology, architectural technology, building maintenance, construction or other related field.

Experience

Minimum of ten (10) or more years of experience in commercial, OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE industrial or institutional facilities design, construction maintenance.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

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Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.