Capital projects coordinator (Masterplan Projects)

Closing date for applications: 7th July 2025 at 11.59pm

Salary: £38,475 per annum

Term: Permanent, working full time hours of 35 per week

Are you a proactive organiser with a passion for clear communication and seamless project delivery?

This role will be responsible for the delivery of project governance and project communications and the efficient running of all aspects of the Project Office including high level administrative support.

The post will also involve project management of smaller workstreams and assistance in stakeholder management and liaison.

The successful candidate will bring strong experience in a fast-paced environment with proven skills in diary management, meeting coordination and document control. Proficiency in Microsoft Office is essential, along with excellent written and verbal communication.

Responsibilities

PROJECT MANAGEMENT/SUPPORT

• Be the first point of contact within the Project Office and be responsible for the timely flow of information between the Project Office and internal stakeholders.
• Assist in client design briefing and feedback processes, arranging stakeholder workshops and consultations. § Assist with contractor appointment processes.
• Be a point of contact for site issues and take relevant action to deal with/escalate them as necessary. § Assist with managing the operational impact of the project, including vibration monitoring.
• Assist with contractor management on small works outside the scope of the main contract - including getting contractors set up on site, organising access passes and permits to work, and proving Gallery knowledge to assist with Contractor Risk Assessments.
• Assist with all aspects of project delivery more widely, particularly the reopening of areas and supporting public openings.

COMMUNICATIONS

• Input into project communications and messaging, including working with the Press & Marketing Team, Development Team and other departments as necessary on internal and external advocacy. Ensure all information provided is current and accurate. § Write and manage the dissemination of project updates, bulletins, intranet and web content working closely with the comms and advocacy teams.
• Lead site tours for internal and external personnel as required.
• Organise project and contractor workshops and celebrations, including booking venues and catering.
• Deliver presentations, staff talks and Q&As to all gallery departments.ADMINISTRATION
• Administration of all project meetings, including scheduling, preparing agendas, reports and papers, and taking minutes.
• Diary management for the Project Director and diary support for the Client Project Managers.
• Booking meeting rooms, facilities, venues, travel and catering for the team as required. Managing stationery and other materials orders.
• Liaise with the IT department as necessary regarding the IT needs for the Project Office.
• Manage and develop efficient and effective administrative systems, including project filing and archiving. Administer various security processes, including DBS checks, vetting and training for design team, contractors and consultants.
• Delegation of administrative tasks to the Business Support team.

FINANCE

• Process expenses for the Deputy Director & Chief Operating Officer and the Project Team and liaise with the Finance Team as necessary.
• Support the Finance Team in the management of purchase orders, coding and invoice processing

Knowledge, skills and experience

• Administrative experience (in a busy working environment, ideally within a large organisation: including diary management and meeting scheduling, setting up and maintaining filing structures, documentation management and version control
• IT proficient, very competent Microsoft Office user, including Excel, with self- sufficient office skills.
• Strong communication skills with a high standard of written and verbal English and a considerate, tactful approach.
• Excellent people and relationship building skills and the ability to operate successfully with people at all levels (including Trustees).
• Ability to take responsibility and make informed decisions under pressure.
• Strong time management skills with ability to prioritise and meet deadlines.
• Ability to work without supervision and to take initiative as appropriate.
• Ability to always maintain discretion and confidentiality.

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.