Project Coordinator - Renovation & Office Relocation

Position Summary

Upper Albany Main Street (UAMS) is seeking a highly organized and dependable Project Coordinator to provide hands-on administrative, logistical, and implementation support during UAMS's office renovation and relocation. The coordinator will help keep the project organized by tracking schedules and decisions, coordinating vendors and deliveries, supporting finish selections, preparing for the move, and helping ensure that furniture, equipment, technology, and program materials are properly placed in the new facility.

This is a temporary, project-specific role created to support the grant-funded renovation and relocation. It is not an ongoing office-management position. The coordinator will work closely with UAMS leadership, staff, contractors, movers, and vendors, but will not replace the general contractor or licensed professionals responsible for construction, electrical, technology, safety, or code-compliance work.

This position is 100% grant funded.

Key ResponsibilitiesRenovation Coordination

· Track the renovation schedule, key milestones, outstanding decisions, open items, and target completion dates, and provide regular updates to UAMS leadership.

· Help coordinate communication among UAMS staff, the general contractor, building representatives, vendors, and other project partners so questions and next steps are clearly documented and followed up.

· Assist UAMS with finish selections, including paint colors, flooring, door and frame colors, bathroom accessories, signage, and other approved design or setup details. Maintain a simple selection list showing what has been chosen, what is still pending, and when a decision is needed.

· Participate in project walkthroughs or coordination meetings as requested; take notes, document decisions and action items, and follow up with the responsible parties.

· Identify visible incomplete items or potential scheduling problems and bring them to the attention of UAMS leadership and the appropriate contractor or vendor.

Materials and Change-Order Support

· Help maintain a basic log of materials and equipment delivered to or stored in the construction area, including the item, delivery date, location, and responsible contractor or vendor when known.

· Assist with monitoring that materials stored in the construction area remain within the designated space and are secured in accordance with instructions from the contractor or building management. Promptly report observed concerns to the appropriate responsible party.

· Provide administrative support for proposed change orders by collecting available supporting information, maintaining a change-order log, tracking whether each item is pending, approved, declined, or completed, and routing documents to the authorized UAMS decision-maker.

Relocation Planning and Move Coordination

· Develop and maintain a relocation checklist and practical move schedule covering packing, labeling, vendor access, furniture and equipment movement, technology setup, staff responsibilities, and move-day activities.

· Coordinate moving dates, delivery windows, installation appointments, and access arrangements with movers, furniture vendors, technology vendors, equipment suppliers, and other service providers.

· Help sequence the move so essential UAMS programs and services experience as little disruption as reasonably possible.

· Prepare a move-day contact and activity list identifying vendor arrival times, destination rooms, key contacts, and issues requiring leadership attention.

· Provide on-site logistical support during the move, within the authority assigned by UAMS, and help resolve or escalate placement, access, delivery, and scheduling issues.

Furniture, Equipment, Technology, and Facility Setup

· Assist with coordinating the room-by-room placement and setup of desks, chairs, storage, computers, phones, technology, training equipment, signage, supplies, and other organizational assets.

· Coordinate installation and setup appointments and confirm that the appropriate vendor or licensed professional completes specialized electrical, technology, construction, or cabling work.

· Help prepare workstations, meeting areas, training rooms, reception areas, and shared spaces for occupancy by checking that planned furniture, equipment, supplies, signage, and access needs are addressed.

· Maintain a setup checklist and record missing, damaged, incorrectly placed, or incomplete items for follow-up.

Inventory, Documentation, and Project Closeout

· Document, label, organize, and track furniture, computers, technology, equipment, program materials, and supplies being transferred to or installed in the new facility.

· Maintain organized project files, including schedules, checklists, vendor contacts, meeting notes, delivery information, finish selections, change-order records, invoices and receipts provided for tracking, status updates, and punch-list items.

· Maintain a post-move punch list showing outstanding items, the responsible party, the expected resolution date when available, and completion status.

· Track time by date and project activity and submit accurate timesheets or invoices that describe how the work supported the grant-funded renovation and relocation.

· Prepare a brief final closeout summary identifying completed work, unresolved items, responsible parties, and the readiness of the new facility for UAMS programs and community activities.

Expected Work Products

· Updated renovation and relocation schedule, checklist, and action-item list.

· Finish-selection tracker for paint, flooring, doors and frames, bathroom accessories, signage, and other approved items.

· Materials-delivery and storage log and change-order tracking log.

· Vendor, delivery, installation, and move-day schedule with contact information.

· Furniture, equipment, technology, and asset inventory and room-placement checklist.

· Move-day coordination plan and post-move punch list.

· Organized project records, activity-based timesheets or invoices, status updates, and final closeout summary.

Qualifications

· Associates degree or equivalent professional experience preferred.

· Administrative, office coordination, operations, facilities, relocation, vendor-coordination, or project-support experience preferred.

· Strong organization, follow-through, recordkeeping, and time-management skills.

· Ability to maintain schedules, checklists, inventories, logs, and clear written status updates.

· Professional written and verbal communication skills and the ability to work effectively with staff, contractors, vendors, movers, and service providers.

· Proficiency with Microsoft Office and cloud-based document, spreadsheet, email, calendar, and file-sharing systems.

· Ability to work independently, manage multiple priorities, protect confidential information, and recognize when a question or decision must be escalated.

· Experience supporting an office move, renovation, facility setup, nonprofit organization, or grant-funded project is preferred.

Work Environment and Engagement Conditions

Work setting: Office, renovation-site, and community-based work, with limited remote administrative work when appropriate and approved.

Schedule: Hours will vary according to renovation activity, deliveries, installations, and move needs. Occasional evening or weekend support may be required for scheduled project activities.

Physical activity: May require walking through the project space, labeling and organizing materials, and occasional lifting or moving of office supplies.

Project limits: The coordinator may organize, document, communicate, and follow up but may not sign contracts, authorize purchases, approve invoices or change orders, direct licensed work, or commit grant funds unless expressly authorized by UAMS.

Grant documentation: All work must be performed within the approved grant period and directly support the renovation, relocation, equipment and furniture setup, operational readiness, or project closeout.

Budget limit: The engagement is limited to $25 per hour for up to 200 hours, not to exceed $5,000.

Pay: $22.00 per hour

Expected hours: 25.0 per week

Work Location: In person