Capital Project Coordinator

Department

3720 - Exhibits & Graphics

EXEMPT - Exempt

TSE - Exe Team Spec

Manager, Project

The Capital Project Coordinator provides administrative and project coordination support for the planning, development, and execution of construction, exhibit, and capital improvement projects. This role is responsible for maintaining project documentation, tracking budgets and schedules, coordinating vendors and internal stakeholders, supporting meeting and installation logistics, processing invoices and expenses, and helping ensure clear communication across departments. The Capital Project Coordinator works closely with the Project Manager and cross-functional teams to support projects through completion on time, within budget, and in alignment with safety and quality standards.

• Acts as a liaison between internal departments and external vendors, consultants, and contractors to support clear and professional project communication.
• Communicate project challenges related to materials, scheduling, logistics, or contract administration to the Project Manager and relevant stakeholders.
• Track project timelines, budgets, milestones, and deliverables, and notify the Project Manager of potential variances or concerns.
• Support tracking and documentation of change orders, scope changes, and budget or schedule impacts.
• Maintain project risk, issue, and action logs to support proactive project execution.
• Assist with planning and coordination of exhibitions and capital projects from early development through installation.
• Assist with project closeout activities, including punch lists, as-built documentation, warranties, and turnover to operations.
• Support vendor and subcontractor coordination to help align project work with established goals, quality expectations, and safety requirements.
• Maintain organized project records, including progress reports, design documents, and submittals.
• Coordinate the submission and tracking of invoices, expenses, and other project-related documents.
• Coordinate travel, meeting logistics, and onsite installation support as needed for project activities.
• Assist with the preparation of visual presentations and project updates.
• Establish and maintain organized digital and physical filing systems for the Projects Department.
• Record and distribute meeting minutes and action items in a timely manner, when required.
• May perform routine local errands by automobile in support of department or project needs.
• To perform other duties as workload necessitates.

• Valid driver’s license and ability to drive for local errands, meetings, or site-related tasks.
• At least 2 years of experience in project coordination, administrative support, logistics, or related work; or any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.
• Ability to read and interpret construction drawings and plans preferred.
• Experience with project coordination tools, scheduling systems, and basic project management methodologies preferred.
• Exceptional verbal, written, and presentation skills to be able to professionally interact and communicate with individuals within the organization as well as external vendors.
• Above average attention to detail and organizational skills.
• Ability to juggle multiple competing tasks and demands, to manage multiple priorities and deadlines, and to work in a fast-paced environment.
• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint, and Planner), Smartsheet, and Adobe Acrobat or Adobe Creative Suite preferred.
• Demonstrated ability to identify problems and implement solutions quickly and effectively.
• Ability to establish strong relationships with clients, contractors, and internal teams.
• Must have an elevated level of interpersonal skills to handle sensitive and confidential situations with poise, tact, and diplomacy.

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable…