Administrative Facilities Project Manager

Henry Morrison Flagler Museum•Palm Beach, FL

About The Position

The Project Coordinator supports the Director of Facilities through administration, organization, and project documentation. The role supports preservation, restoration, building improvements, and institutional initiatives, maintaining historical records that advance the Flagler Museum’s curatorial goals and interpretation of Whitehall as a historic house museum. The coordinator oversees renovation, maintenance, and capital projects from scoping through closeout, managing schedules, budgets, contractors, vendors, permits, documentation, and stakeholder communications. The role helps keep work safe, efficient, on schedule, and compliant with applicable requirements. The coordinator also supports daily facility operations and long-term planning to keep buildings and grounds safe, functional, and well presented. The coordinator preserves records of historic conditions, original building materials, conservation treatments, alterations, and construction interventions and keeps them accessible. In collaboration with the Director of Facilities and appropriate curatorial staff, the coordinator maintains project records and archival packages to support preservation and construction planning, scholarship, exhibitions, and interpretation of the historic house museum.

Requirements

Experience providing administrative and organizational support in construction, including support for multiple projects or senior-level responsibilities.
Proficiency with Microsoft Office, including Excel; Acrobat; and shared file management applications.
Excellent written communication, proofreading, and professional correspondence skills.
Strong attention to detail and ability to organize complex information.
Ability to manage competing priorities, deadlines, and action items with limited supervision.
Strong digital file-management and records-organization skills.

Nice To Haves

Experience in museums, historic preservation, architecture, design, construction administration, archives, project administration, or a related professional setting.
Experience organizing project photographs, drawings, specifications, reports, or archival records.

Responsibilities

Manage the Director’s email, correspondence, schedule, documents, deadlines, and follow-up.
Review correspondence, flag items for the Director, draft routine replies, and track outstanding communications.
Draft, edit, and format letters, memoranda, reports, meeting materials, and project correspondence.
Maintain organized digital and physical department files and project files from initiation through completion.
Conduct site visits and project meetings, monitor progress and workmanship, document decisions, and resolve issues promptly.
Coordinate contractors, vendors, utilities, and internal stakeholders.
Help ensure compliance with approved plans, contracts, permits, building codes, accessibility requirements, safety practices, and organizational policies.
Coordinate project activities to minimize disruption to employees, visitors, programs, events, and daily operations.
Track project correspondence, proposals, contracts, drawings, specifications, reports, approvals, meeting notes, photographs, schedules, invoices, and other documentation.
Track action items and follow up with staff, consultants, contractors, vendors, and other project participants.
Help prepare and schedule meetings, record decisions, and track follow-up.
Support documentation and communications with architects, engineers, conservators, preservation specialists, contractors, fabricators, consultants, and vendors.
Organize project photographs and visuals with consistent file names, dates, captions, subject labels, and descriptions.
Consolidate project photographs, plans, vendor correspondence, reports, and related materials from email and department files into shared, searchable records.
Work with the Director to identify significant project materials for long-term retention.
Assemble consistent project closeout and archival packages.
Coordinate records-retention and archival-transfer standards with appropriate Museum staff.
Work with curatorial and preservation staff to identify and document original materials, historic fabric, prior interventions, and archival plans for interpretation, conservation, and future work.
Develop and maintain consistent file-naming conventions, folder structures, and documentation procedures.
Keep significant department records and project information accessible for future Museum use.
Maintain reliable preservation and construction records for future design, capital planning, repairs, research, and historic-house interpretation.
Help organize significant legacy project records as priorities and time permit.
Handle sensitive institutional information discreetly and confidentially.
Perform other related duties as assigned.