Construction Project Coordinator Museum Expansion

Title: Construction Project Coordinator Museum Expansion

State Role Title:Gen Admin Supv II/Coord II

Hiring Range: $64000 - $74000 annually

Pay Band: 5

Agency: Virginia Museum of Fine Arts

Location:MAIN MUSEUM

Agency Website: 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 Coordinatorto 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 asbuilt 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 highlevel administrative support.
• Understanding of construction workflows and ability to work in a fastpaced 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 publicfacing 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 10hour or 30hour Construction Outreach Training Virginia Contracting