Victoria and Albert Museum
FuturePlan is a programme of capital works that are continually reinventing the V&A, ensuring our buildings and collections are welcoming, accessible and relevant to all. The most innovative contemporary designers are working with and for our audiences to create environments that intrigue, inspire and delight. Ranging in value from £100K to £13m and covering every area of our sites, from galleries to corridors, these projects create a holistic and inspiring experience for all our visitors.
The Projects Department is responsible for developing, managing and delivering these initiatives, working with colleagues across the museum to realise an exciting vision for its future. We are now looking for a Project Coordinator to join our team, to support delivery of the next phase of works. The role will have a focus on projects at South Kensington.
The design and delivery strategies for the V&A projects are based on principles of inclusivity, co-design and human centred thinking. The project coordinator will need to adept at collaborating with colleagues from across the Museum and in supporting broader collaboration beyond the Museum.
The team is situated within the Design, Estate and Public Programme Division, and works closely with Estate in particular in delivery of works on site, and on preparing for operational handover of new spaces. The Project Coordinator will play a key role in managing these processes and in maintaining clear and consistent communication with colleagues.
Main Purpose of job
The Project Co-ordinator supports the Client Project Manager in organising all museum activities necessary to drive the project forward, alongside managing discrete work and procurement packages, and undertaking administrative duties including meeting arrangements, minute-taking and record keeping when necessary.
The role is very varied, and will involve stakeholder management at all levels, both internal and external, as well as logistics, finance management and planning for operational handover of new spaces.
Key Responsibilities
- Work with the colleagues to develop Project and Design documents and briefs.
- Maintain project files and associated documentation, to ensure all information is up to date and easily accessible.
- Assist with preparation for and documentation of tender and procurement processes.
- Support planning for object moves, storage and installation processes.
- Be responsible for the planning and monitoring of the Photography, Conservation and Technical Services programmes, ensuring the project and its processes are fully documented.
- Be responsible for the administration of the project Steering Group, including arranging and minuting meetings, and prepare information for the Future Plan Steering Committee as required.
- Effectively manage and communicate with the project stakeholders, helping to secure their support and contributions to the project; and ensuring that the wider museum is kept well informed of FuturePlan progress and is consulted as appropriate.
- Contribute to the regular Projects reporting systems including financial reporting, monthly reports to the Buildings Strategy Committee, and Project reporting.
- Monitor and control all internal V&A costs on a project, in an accurate and responsible manner.
- Manage the day-to-day liaison with the Project Manager (and external consultants as required) to ensure appropriate flow of client instruction.
- Effectively manage and control change within a project with specific regard to the budget and programme, in consultation with the Project Director and Project Manager.
- Identify, schedule and co-ordinate all Museum operations instrumental to the delivery of a project.
- Arrange and manage access to site when necessary, for consultants, colleagues, donors and other stakeholders.
- Ensure the efficient and comprehensive handover of a project to Property Services or other relevant Sections on completion.
- Implement, in consultation with the Project Director and Project Manager, the appropriate project evaluation processes.
- Undertake one or more of a range of departmental responsibilities, according to operational needs and project relevancy. These may include acting as Secretary to the Building Strategy Committee; organising and minuting the meetings of the FuturePlan Steering Group
- Contribute to the development and upkeep of V&A policy and FuturePlan guideline documents (Security, Environment/Sustainability, IT/AV, Access etc.); ensuring that they are implemented as appropriate in all FuturePlan projects.
