Project Coordinator

For more than 40 years, our Customer has been following science and seeking solutions to unmet medical needs. They are a biotechnology corporation that makes medicines to treat patients with serious medical conditions. Their goal is to use the power of genetic engineering and advanced technologies to make medicines that address unmet medical needs and help millions of people worldwide.

We are seeking a Project Coordinator on a contract basis to join the Client's Design and Construction department to provide project coordination services for medium/large projects, portfolio projects, and governance meetings.

What You’ll Do: 

Medium/Large Project Support

Document Control Manager

• Manage, organize and track the EM Deliverables as per the Engineering Manual (EM)


• Create and manage files and folder structure according to D&C files structure designed against the PKM model


• Manage permissions on folder as per project team requirements


• Track progress of deliverables in the EM deliverables tracking sheet


• Route documents for signature (including DocuSign), and file in correct EM repository in TouchPoint as required


• Provide reporting on progress of EM deliverables for the project on a monthly basis in the Large Projects Forum


• Manage external/internal document transmittals for the entire project team. Publish outstanding transmittals on a daily basis.


• Manage existing Share Drives

Vendor On-Boarding

• Manage onboarding of new team members badges


• Coordinate Visitor badge access, as needed


• Facilitate training/troubleshoot access for required Cornerstone training (role assignment?)


• Provide Genentech tools to complete required Cornerstone Training

Project Controls/Procurement Support

• Shopping Cart Request Form submissions, SC/PO followup


• Process PCNs (Project Change Notices) and PO Amendments


• Submit and track ATP (Authorization to Proceed) notices


• Submit Contract Requests


• Submit Check Requests


• PO Tracking


• Invoicing - assisting in process questions/troubleshooting


• CORA support - communications and training

Administrative Support

• Schedule Meetings - reserve rooms, set up Webex, designate alternate hosts, troubleshoot meeting technology, take/distribute meeting minutes


• Create Project Contact Lists, Project distribution lists, and Project Org Charts


• Manage Project Calendar for setting up project meetings


• Maintain tracker(s)/spreadsheet(s)


• Assist in compiling SIA (System Impact Assessment) Forms


• Walk down RFIs


• Support Vendor RFQs


• Administer D&C PDOB (Project Delivery Onboarding) Program to new team members

Additional Project Coordination support

• Coordinate the scoping and procurement of services for Pre-construction (HazMat Surveys, asbestos surveys, traffic studies, soil sampling, etc.)


• Coordinate/Manage misc. vendors at ISD, as deemed by Genentech Project Manager, Project team, and/or Project Coordinator interests, i.e. IT vendor coordination, Plants, AV, Trash, coffee/break room equipment installations, AED/First Aid kit, Signage, Copy stations/Printers


• Coordinate post-construction/pre move-in activities- i.e. trash/recycling,battery recycling, etc.

Closeout Support

• Handover Dashboard - manage EHS/FOM/Project team on handover activities


• TOP - facilitate meetings and coordinate with Doc Control to ensure project team adheres to Genentech standard Turnover Packages


• As-Built - facilitate meetings and coordinate with Doc Control and CAD team to ensure the project team adheres to Genentech drawing standards and Master Drawings


• P&ID coordination - facilitate meetings and coordinate with Subject Matter Experts, Master Data, MEP, etc. to ensure project team adheres to Genentech standards


• Facilities Operations & Maintenance Burn-in guideline facilitation

Portfolio Project Support

• Closeout Support - track closeout activities in Closeout phase, including but not limited to Change Records, TOP, As Builts, AIS/Asset Activity Forms, Reliability & Ops Engineering deliverables, Handover Checklist sign-offs, and financial closure.


• TOP - facilitate meetings and coordinate with Doc Control to ensure project team adheres to Genentech standard Turnover Packages


•  As Built - facilitate meetings and coordinate with Doc Control and CAD team to ensure project team adheres to Genentech drawing standards


• P&ID coordination - facilitate meetings and coordinate with Subject Matter Experts, Master Data, MEP, etc to ensure project team adheres to Genentech standards


• Provide support for pull session administration


• Shopping Cart Request Form processing


• Check Request processing


• Credit Application processing


• Project updates on Touchpoint


• Point of contact on issues with invoice workflow in Touchpoint

Project Review Committee (PRC) Support

• Send out weekly agenda and packets to PRC Committee in advance


• Back up to the PMO


• Attend weekly PRC meetings, on rotation


• Provide technology support (Webex, A/V, etc) so that invitees can attend the meetings virtually, as needed


• Record action items and project approvals


• Send meeting minutes to PRC distribution


• Communicate with Project Managers to follow up on their action items

General D&C Admin Support

• Shopping Cart backup for D&C Admin role


• Primary submitter of AP carts


• ISN tracking sheet updates weekly (and daily)


• SME Office Hours support/administration


• PRC prep


• GK Office Hours support (agenda, PM access to mtg, meeting minutes)


• Building Permit Upload support


• Newsletter publication (quarterly)


• AP Mechanical Leads Office Hours administrative support - note taking and attendance


• Develop slide decks and graphics for team members and directors

General IT/Technology Knowledge and Support

• PDP Dashboard updates


• g-Site creation and updates


• Touchpoint workflows


• Credit App workflows

 Lean Expertise/Methodology and Support

• Converting and consolidating Jamboards to g-Sheets


• Manage and maintain Trello boards for various initiatives


• Support/lead process improvement initiative ( i.e., AP 2.0, Jamboard consolidation, etc.)


• Develop thematic organizational strategies for Jamboards and g-Sheets to improve future useability

Must Haves: 

3+ years experience.

Education: 

Bachelor's Degree preferred. 

Hours & Location 

M-F, 40 hours/week. This position is located onsite at our Customer’s South San Francisco, CA office. There is no remote capability for this position.

Perks are available through our 3rd Party Employer of Record

Health Benefits: Medical, Dental, Vision, Life (including spouse & child), 401k, STD/LTD, AD&D, and Commuter Benefits program.