Construction Project Coordinator - Museum Expansion

Full time

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.

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.

• 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.

• 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.

• 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.

• Track project expenditures, invoice progression, and budget alignment across expansion initiatives.
• Support monthly audits and financial reporting.

• Coordinate travel-related needs including reservations, itineraries, and reimbursement documentation.

• Process invoices, payment requests, and change orders through VMFA Foundation and eVA.
• Support procurement activities for major capital projects and smaller contractor service requests.

• 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.

• Experience coordinating construction activity in occupied public facilities or campus environments.
• Experience…