Capital Projects Coordinator

YMCA of San Diego County•San Diego, CA

1d•$26 - $31

About The Position

Under the direction of the Capital Projects Director, the Capital Projects Coordinator provides essential administrative and operational support to ensure the successful execution of YMCA’s multi-site capital and maintenance projects. This role is responsible for the technical lifecycle of project submittals and RFIs, ensuring that communications between vendors, contractors, and leadership remain accurate and on schedule. This position supports the Capital Projects team through project data, financial tracking, and vendor coordination. This position is a detail-oriented professional who excels at organizing complex documentation and can communicate effectively with a wide range of stakeholders. The Capital Projects Coordinator ensures that project logs are accurate, meetings are documented, and the flow of information between the field and the office remains seamless. For information on Y Employee Perks, click on this link: Employee Benefits | YMCA of San Diego County (ymcasd.org)

Requirements

Expertise in project coordination and scheduling; ability to manage multiple project timelines simultaneously while meeting strict deadlines in a fast-paced environment
Advanced proficiency in essential business software including Microsoft Office suite (e.g., advanced Excel for data analysis, complex document creation in Word, and compelling presentations in PowerPoint)
Proficiency in basic accounting and finance; ability to generate project budgets, perform AP tasks (invoicing/contracts), navigate specialized financial software (e.g., Adaptive), and conduct self-audits of project documentation for accuracy
Proficiency in data entry with the analytical skills to interpret information and identify trends
Excellent written and verbal communication skills with the ability to interact professionally, collaborate, and build rapport with a diverse range of stakeholders
Ability to work effectively within a team environment in alignment with YMCA core values of Caring, Honesty, Respect, and Responsibility
Ability to maintain a proactive yet cautious approach toward project deliverables and follows established protocols, while possessing the confidence to advocate for project needs and "say no" when necessary
Ability to provide excellent customer service and timely, consistent communication to YMCA members, staff, volunteers, and external partners
Ability to travel locally within San Diego County; must have access to reliable transportation for frequent and independent travel to various San Diego County jobsites
Bachelor’s degree in a related field or 4+ years' equivalent related experience is required
4+ years' of administrative support experience in a fast-paced office setting including working with accounts payable (AP) and budgeting, managing complex project timelines, and scheduling deliverables
Valid driver's license and reliable transportation are required
Licensing, state law and our government funders require that staff within YMCA of San Diego County be fingerprinted, prior to reporting to work, and include subsequent arrest notifications
CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations: American Red Cross American Heart Association American Safety & Health Institute
YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the YMCA is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Ordinance by visiting the San Diego County Office of Labor Standards and Enforcement

Responsibilities

Oversees the lifecycle of project submittals and Requests for Information (RFIs), ensuring accurate logging and timely communication between vendors, contractors, and the Director
Assists the Capital Projects Director with the execution of diverse construction projects and responds to mission-critical site situations
Provides high-level administrative and clerical support to ensure the Capital Projects department operates with precision and organization
Maintains real-time financial accuracy for all active projects within the online financial software, Adaptive; reviews budgets to ensure alignment with project goals and funding constraints
Conducts Self-audits of budget logs, contracts, and change orders to ensure fiscal integrity and adherence to YMCA and grant-funded requirements
Facilitates the entitlement process by preparing documentation for Conditional Use Permits (CUP) and Discretionary Reviews, and assisting in meetings with Authorities Having Jurisdiction (AHJ)
Collaborates on the drafting of comprehensive Scopes of Work (SOW) specifically tailored to the project type (e.g., capital, maintenance, grant-funded)
Coordinates project meetings and lead specific project tasks and deliverables ensuring key milestones are achieved
Travels to various jobsites to observe progress, document site conditions, and support on-site project requirements
Provides excellent customer service to members and staff team, acting as a collaborative and responsive representative of the project team; ensures timely and consistent communication regarding project status and impacts to staff, volunteers, and the broader YMCA membership
Other duties as assigned