Program Coordinator

Overview

Under the task order, the contractor will perform independent of direct Government supervision support services to satisfy the overall operational objectives of the NAVFAC Hawaii Red Hill Defueling Support Office (RH Defueling) working on various projects and programs involving but not limited to the Red Hill Bulk Fuel Storage Facility and fuel system infrastructure in order to prepare for the safe defueling of Red Hill. The primary objective is to provide contractor services and deliverables through the performance of program coordinator services support. 

The Program Coordinator Services Individual will be assigned to participate on the NAVFAC HI Defueling Support Office to support preparation efforts to safely defuel Red Hill Bulk Storage Facility and eventually close the facility, while maintaining the operational capability of Joint Base Pearl Harbor Hickam Defense Fuel Support Point (DFSP).  Responsibilities of RH Defueling include:

• Coordination, oversight, and performance assessment of preventative maintenance and minor repairs of utility installation, industrial facilities, and similar structures related to Petroleum, Oil, and Lubricant (POL) systems and infrastructure.
• Project Management of POL and non-POL design, construction, and repair projects, to coordinate with team members to execute project scope, schedules, and budgets in conformance.
• Apply innovative technical principles, practices and theories to the resolution of technical issues. Researching solutions for construction and repair issues to establish alternative proposals for designer consideration.
• POL Design services for construction and repair projects on POL systems and infrastructure as well as study and analysis of appropriate means and methods.

Program Coordinator Services Individual duties will vary in type and magnitude. Projects could involve maintenance or construction of POL systems and infrastructure, office and shop buildings, airfield expansions, utility installation, wharf repairs, industrial facilities, and similar structures.  Projects may be in the $5M to $400M range. The Program Coordinator Services Individual will be part of an assigned team consisting of Military officers, Government Project Managers (PM), Construction Managers (CM)/Contracting Officer Representatives (COR) or COE, and a Government Contract Specialists. The lead for each project will be the Government Contracting Officer Representative (COR). This Program Coordinator Services Individual is to work with all PMs, CMs, COEs and any other individual that is assigned similar duties regardless of title. The Program Coordinator Services Individual must be capable of performing on multiple projects, in different stages of design/construction at the same time. The Program Coordinator Services Individual has no authority to direct the design or construction contractor(s) in any way regarding methods or procedures and shall not interfere with methods of performance unless life and/or property are endangered.  The RH Defueling, FEAD or its designated Government representative will be responsible for and will sign all correspondence and specific directives to the contractor(s).

Responsibilities

The Team Member shall:

• Assist agencies in planning, initiating, managing, executing, and closing out of projects.
• Lead and communicate with stakeholders
• Provide project planning and scheduling review and expert opinion,
• Provide earned value management review and support,
• Provide project management, including performance monitoring and measurement
• Generate reports and documentation associated with project/program objectives
• Coordinate and lead stakeholder briefings and encourage proper participation in required meetings
• Provide related project support services; program integration services; and project close-out services.
• Advise the RH Defueling support team on workload planning, task assignment, organization and overall office management.
• Schedule and conduct coordination meetings to enable the team to verify it is on task and focused on changing or developing priorities. Develop recommended agenda for meetings and solicits attendees and necessary information.
• Advise senior leadership of conflicts that cannot be handled without a government directive. Provide the background and a proposed solution to the situation.
• Communicate daily with the RH Defueling support team and be aware of any major initiatives or decisions.
• Coordinating and advising program leadership with planning, initiating, managing, execution and closeout via briefs, meetings, discussions.
• Document coordination meetings within 2 days of occurrence to prevent any confusion of the discussed facts with current events that may have transpired.
• Retain a historical knowledge of all that has transpired in the program to suggest courses of action because oftentimes the teams will not have time to review the entire history of the program and will need this individual to determine if a decision has been made in the past about a particular issue. Coordinate with the RH Defueling support team as necessary.
• Coordinate weekly meetings with the RH Defueling support team.
• Briefing Program Management efforts or updating the leadership on initiatives and decisions at the project location may be required. See task order for specifics.

Deliverables shall include but not be limited to:

• Using initiative, resourcefulness, and sound judgment when providing advice to the Government on quality assurance matters requiring knowledge of construction methods.
• Documenting meetings held and submit meeting minutes in writing with attendees and project listings containing Courses of Action (COA) discussed and Government decisions made.
• Preparing and provide draft and final reports relating to the facilitated issues with input from the government individuals.
• Participating in briefings and discussions regarding the coordination of the program across multiple projects including addressing obstacles.
• Maintaining a monthly log of meetings held and briefs provided complete with brief title, projects affected/discussed, dates, times, and attendees. Logs shall be maintained for the life of the program. Logs shall contain the name of the cognizant Program Coordinator.
• Scheduling and documenting all meetings in writing and disseminate minutes to all applicable parties to ensure proper communication and consistent messages are spread throughout the various projects in the program.
• Coordination meetings will entail various Courses of Action (COA) to be briefed and discussed. It is imperative that all discussion is documented so retrospective review of minutes at a later date will clear up any confusion if all possible COAs were vetted.
• All meeting minutes are to be filed with the monthly log for quick reference and use by others to ensure additional meetings are not held to discuss prior agreed upon items and to ensure pressure to close out open discussion items is maintained.
• Preparing all submittals/deliverables using a PC computer using software compatible with existing NAVFAC software (i.e. MS PowerPoint, MS Word, MS Excel, etc.), Primavera, CostWorks, and Success Estimator, etc. Submittals/deliverables include but are not limited to project reviews and recommendations, PowerPoint briefings, and presentations. Have the ability to adapt to new software such as eCMS may also be necessary.

Qualifications

Certifications, License, Physical Requirements or Other Expertise Required:

• Be a graduate of an accredited Architectural or Engineering college curriculum (four [4] year degree minimum) AND have a minimum of 5 years Program Coordinator experience performing tasks identified herein. U.S. Professional Engineering/Architectural Registration is not required.
• Have at least one (1) year of specialized experience in performing the tasks identified here in for Petroleum, Oil, and Lubricant (POL) systems and infrastructure related projects for the NAVFAC or Corps of Engineers.
• Have the ability to communicate effectively in English both orally and in writing.
• While not required to perform design functions, individual must be have demonstrated knowledge of the design process.
• Have demonstrated experience and knowledge of design, program management, construction management, and scheduling.
• Have demonstrated the ability to guide, motivate, and coordinate the work of professionals in a matrix organization (one in which there are multiple reporting relationships).
• Have demonstrated experience in completing projects on teams comprised of participants with diverse engineering, scientific or technical backgrounds.
• Have demonstrated experience in preparing correspondence, written reports, and in briefing management personnel.
• Have demonstrated capability to independently develop creative, technically sound solutions to problems not remedied by standard, pre-defined processes.
• Have demonstrated experience consulting with the government construction program managers like the RH Defueling involving highly technical issues, construction practices, safety and changed conditions.
• Have demonstrated experience in the use and application of Microsoft Office (Word, Excel, Powerpoint, Outlook, etc), Primavera, Costworks, and Success Estimator, etc Have demonstrated the ability to adapt to new software such as eCMS may also be necessary.
• Have demonstrated the use of effective, constructive, employee and team feedback for the purpose of improving performance, and knowledge of group dynamics, project and program management tools.
• Have demonstrated advanced project management and leadership skills, such as managing and coordinating multiple large budgets, schedules and contracts.
• Have demonstrated the ability to read and interpret contract documents.
• Be capable of the physical exertion required to perform the necessary services such as long periods of standing; walking over rough, uneven or rocky surfaces; recurring bending, crouching, stooping and reaching; climbing upon ladders and other physical activity common to the performance of such duties and have sufficient vision to identify safety concerns.
• Have demonstrated the ability to communicate work effectively with other governmental professionals, client representatives with of various backgrounds and experience bases (including Government senior civilians, and military at ranks equal to civilian SES and military Flag Officers), contract management and labor personnel and others as necessary.
• Be able to obtain security clearance as required by the task order.
• Complete the SF-85-P, Questionnaire for Public Trust Positions Each task order shall establish necessary base/building access requirements.
• Be a United States citizen.

Working Hours:

Work will be performed up to 40 hours per week during normal business hours, Monday-Friday, excluding Federal holidays.

MBP is an EOE AA M/F/Vet/Disability Employer.

Salary : $5 - $400