What are the responsibilities and job description for the Project Coordinator, Facilities position at Colonial Williamsburg Company?
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.
Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.
About the Position
Responsible for the initiation, planning, execution, monitoring, controlling, and closing of projects conducted by the Hospitality maintenance department. Oversees facility upgrades and alterations. Works with business unit managers in reviewing proposed projects to establish project feasibility, scope, budget, and schedule. Actively manage vendor relationships and manage assigned service contracts.
Essential Functions:
1. Prepare project documents including but not limited to capital expenditure requests, business cases, RFP’s, bid comparisons, permit applications, change orders, requisitions, progress reports, and statements of work.
2. Interface with Architecture, Engineering, and Construction when project requires.
3. Maintain clear project communication with project stakeholders, sponsors, contractors, purchasing agents, department heads, managers, Public Safety, and EHS.
4. Monitor project implementation for scope, schedule, and budget compliance.
5. Perform frequent site visits at project sites to conduct inspections related to quality control, compliance to RFP documents, and compliance with CWF safety policy.
6. Ensure project work is conducted in compliance with CWF, city, state, and federal regulations.
7. Prepare and process project documents such as change orders and closings in accordance with procedures and policies. Send asset data for all newly installed equipment to the CMMS Administrator for addition to the database.
8. Utilize various software applications including but not limited to Microsoft 365, Microsoft Project, TMA Systems, and purchasing / financial software.
9. Manage assigned vendor contracts and relationships. Monitor vendor activity for cost effectiveness and quality. Facilitate service contract activity acting as the primary point of contact keeping the Facilities Manager informed about service contract status, performance, and potential issues.
10. Conduct the RFP process prior to contract expirations as assigned. Monitor expiration dates for assigned contracts. Submit RFP output to the Facilities Manager, Director of Facilities, and Vice President of Operations for review, approval and selection.
11. Other duties as assigned.
Required and Preferred Education and Experience:
- High School graduate or GED.
- 6 -10 years experiencein structural, mechanical, electrical, or plumbing trade work.
- 3 - 5 years experience with construction practices and construction management.
- Certified Associate in Project Management (CAPM) – Project Management Institute (PMI)
- Facility Management Professional (FMP) – International Facility Management Association (IFMA)
- Valid drivers license with acceptable DMV record.
- Demonstrated ability to manage projects.
- Advanced communication skills. Verbal communication and writing ability.
- Advanced computer skills
- Ability to manage time and maintain a flexible approach to change.
- Ability to read and interpret construction drawings and specifications.
