Title: Construction Project Coordinator – Museum Expansion
State Role Title: Gen Admin Supv II/Coord II
Hiring Range: $64,000 - $74,000 annually
Pay Band: 5
Agency: Virginia Museum of Fine Arts
Location: MAIN MUSEUM
Agency Website: https://www.vmfa.museum/
Recruitment Type: General Public - G
About the Virginia Museum of Fine Arts (VMFA)
The Virginia Museum of Fine Arts (VMFA) is embarking on a major campus expansion that includes new construction, significant renovations, enabling projects, and campus-wide infrastructure upgrades. We are seeking a highly organized and proactive Construction Project Coordinator to support the planning, administration, communication, and operational continuity of these critical capital projects.
Anticipated start date is January 10, 2027.
Position Overview
The Construction Project Coordinator provides essential coordination and administrative support across all phases of construction. This role serves as a key liaison between contractors, consultants, museum departments, and stakeholders while helping maintain project schedules, documentation, procurement processes, and communication workflows in an active, public-facing museum environment.
Key Responsibilities
Project Coordination and Administrative Support
- Coordinate construction and renovation activities from planning through closeout.
- Support and organize OAC meetings, contractor tours, weekly project check-ins, and executive updates.
- Maintain project calendars, prepare agendas, distribute materials, and manage detailed project documentation.
- Review contractor/consultant meeting minutes and ensure follow-up actions are completed.
Communication and Stakeholder Engagement
- Serve as a primary point of contact for construction-related communication.
- Coordinate announcements related to construction impacts such as closures, detours, space access changes, and operational disruptions.
- Support neighborhood outreach and engagement related to construction activities.
- Distribute weekly project dashboards, updates, and construction notices.
Compliance and Document Management
- Maintain accurate project files, procurement documentation, as‑built drawings, and construction archives.
- Support compliance with Commonwealth procurement and reporting standards.
- Assist with reconciliation of procurement card purchases and audit preparation.
Budget Tracking and Financial Coordination
- Track project expenditures, invoice progression, and budget alignment across expansion initiatives.
- Support monthly audits and financial reporting.
Travel and Expense Coordination
- Coordinate travel-related needs including reservations, itineraries, and reimbursement documentation.
Procurement and Invoice Administration
- Process invoices, payment requests, and change orders through VMFA Foundation and eVA.
- Support procurement activities for major capital projects and smaller contractor service requests.
Minimum Requirements
- Prior experience in construction project coordination, capital project administration, or high‑level administrative support.
- Understanding of construction workflows and ability to work in a fast‑paced, evolving environment.
- Ability to manage multiple priorities, maintain confidentiality, and support nonstandard hours when needed.
- Ability to collaborate effectively with Facilities, Security, Visitor Services, Curatorial, Exhibitions, and other stakeholders.
- Flexibility to support evening or weekend coordination needs during critical construction phases.
- Experience supporting construction or capital project coordination in a complex environment.
- Strong organizational skills and the ability to manage multiple competing priorities.
- Ability to work independently and take initiative while maintaining confidentiality.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office, including PowerPoint.
Additional Considerations
- Experience coordinating construction activity in occupied public facilities or campus environments.
- Experience supporting enabling work such as infrastructure upgrades, temporary facilities, and phased construction logistics.
- Familiarity with museum operations, security protocols, or public‑facing institution workflows.
- Experience working with tools such as Procore, Bluebeam, or other construction management platforms.
- Experience with residential construction settings, including coordination of subcontractors, communication with residents, or navigating occupied residential environments.
- Construction, procurement, and project management certifications are not required but are welcome. Examples: NCCER Construction Project Management, OSHA 10‑hour or 30‑hour Construction Outreach Training, Virginia Contracting