Construction Project Coordinator

Berkshirejobs; Williamstown (MA); Presencial; USD 42.000 - 64.000; Jornada completa

Descripción de la vacante

The Clark Institute is seeking a Construction Project Coordinator to provide administrative and technical support for capital projects on its Williamstown campus. You will coordinate with the Deputy Director, Owner’s Representative, Project Manager, and facilities staff to ensure timely flow of information and materials.

Responsibilities include document management, archiving, scheduling, reporting, invoicing, and budget reconciliation.

Formación

• Strong organizational, communication, and multitasking skills.
• Experience supporting project management processes and documentation.
• Two-year term-limited project position with potential extension.

Responsabilidades

• Organize, file, and maintain project materials and drawings.
• Archive project materials with Archivist.
• Act as a liaison among Owner’s Representative, Architect, CM, and internal staff.
• Prepare reports, transcribe notes, and draft correspondence.
• Conduct research, assist with RFPs, and share findings.
• Schedule meetings and take detailed notes.
• Provide general administrative support (emails, calls, letters).
• Code invoices and reconcile expenditures with finance staff.
• Support other internal capital projects as needed.
• Assist with construction oversight and monitoring with PM/CM.

Conocimientos

Document management

Project coordination

Budgeting

Communication

Meeting scheduling

Archiving

Stakeholder liaison

Descripción del empleo

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.