Construction Project Coordinator

Clark Art Institute; Williamstown (MA); On-site; USD 60,000 - 85,000; Full time

Job summary

Clark Art Institute in Williamstown, MA seeks a Construction Project Coordinator to provide administrative and technical support for capital projects, including new wing additions and renovations.

Reporting to the Deputy Director, you will manage documents, coordinate with the Owner’s Representative, Architect, and Construction Manager, and assist with scheduling, budgeting, and communications to meet deadlines and deliverables.

Qualifications

• Bachelor’s degree or equivalent experience in project management, architecture, engineering, or related field.
• Two+ years of experience in project coordination, preferably in architectural, construction, or museum settings.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite and project management software.

Responsibilities

• Document Management: Organize, file, and maintain project materials (drawings, reports, photos, correspondence) with accurate record keeping.
• Archiving: Collaborate with Archivist to archive materials accessibly.
• Liaison Support: Serve as point of contact among Owner’s Representative, Architect, Construction Manager, and internal stakeholders.
• Reporting: Prepare reports and presentations; transcribe meeting notes; draft correspondence; ensure document distribution.
• Research: Conduct research, prepare RFPs, share findings with stakeholders.
• Scheduling: Coordinate meetings, attend project meetings, take notes.
• Administrative Tasks: Answer emails/calls, draft correspondence, respond to requests.
• Invoicing and Budgeting: Code invoices and reconcile expenditures with Owner’s Representative and Clark finance staff.
• Support other capital projects as needed.
• Construction Oversite: Assist PM/CM/Owner’s Rep on site to ensure work aligns with plan.

Skills

Organizational skills

Attention to detail

Communication

Writing skills

Project coordination

MS Office

Project management software

Education

Bachelor’s degree or equivalent in PM, architecture, engineering, or related field

Tools

Microsoft Office

Project management software

Job description

Position Summary

The Construction Project Coordinator will provide comprehensive administrative and technical support for construction and other capital projects on the Clark’s campus, including the addition of a new wing, renovation of an existing facility, and other various projects. Reporting to the Deputy Director, and working closely with the external Owner’s Representative, Project Manager, and internal stakeholders from the facilities and grounds departments, the coordinator will ensure the smooth flow of information and tasks amongst the Clark’s staff and outside vendors, and organize project-related materials, such as architectural drawings, reports, and other documents. This role requires strong organizational, communication, and multitasking skills, with a focus on supporting project management processes to meet critical deadlines and deliverables. This is a two-year, term-limited project position with the possibility of an extension.

Key Responsibilities

• Document Management: Organize, file, and maintain project materials, including architectural drawings, reports, photos, and correspondence, ensuring accurate record keeping and timely retrieval.
• Archiving: Collaborate with the Archivist to archive all project materials in an organized and accessible manner.
• Liaison Support: Act as a point of contact among the external Owner’s Representative, Architect, Construction Manager, and all internal stakeholders, coordinating requests and communications as needed.
• Reporting: Prepare reports and presentations, transcribe meeting notes, and draft correspondence related to the project. Ensure the duplication and distribution of documents as required.
• Research: Conduct research assigned, prepare RFPs and other proposal information, report findings, and participate in discussions with stakeholders to facilitate informed project decisions.
• Scheduling: Coordinate and schedule meetings, attend project-related meetings, and take detailed meeting notes when appropriate.
• Administrative Tasks: Provide general administrative support, including answering emails and calls, drafting correspondence, and responding to information requests.
• Invoicing and Budgeting: Code project invoices and reconcile project expenditures with Owner’s Representative and Clark finance staff.
• Other Capital Projects: Support internal stakeholders on other internal capital projects as needed.
• Construction Oversite: During construction, work directly with Project Manager, Construction Manager, and Owner’s Representative to ensure construction is accomplished according to plan. Assist with monitoring as needed.

Qualifications

• Bachelor’s degree or equivalent experience in project management, architecture, engineering, or related field.
• Minimum two years of experience in project coordination, preferably in an architectural, construction, or museum setting.
• Strong organizational skills and attention to detail.
• Excellent communication and writing skills.
• Proficiency in Microsoft Office Suite and familiarity with project management software.
• Ability to work both independently and collaboratively in a fast-paced environment.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, or climbing stairs on construction sites.
• Ability to lift and carry materials or documents weighing up to 20 pounds.
• Dexterity to handle tools or technology such as laptops, tablets, and construction plans.
• Visual acuity to read plans, diagrams, and assess site conditions.

Work Environment

• Regular visits to active construction sites, which may involve exposure to varying weather conditions, loud noise, dust, and uneven terrain.
• Office work in a collaborative environment with frequent use of standard office equipment (e.g., computers, phones, printers).
• Adherence to safety protocols and use of personal protective equipment (PPE, provided by the Clark) on construction sites.
• Interaction with contractors, architects, engineers, and project stakeholders in a variety of settings.
• Flexibility to adapt to changing project needs, including occasional extended hours or weekends, may be required to meet deadlines.