Administrative & On-Site Project Coordinator

North City is a new, walkable mixed-use development in San Marcos, California, combining residences, shops, restaurants, offices, cultural spaces, and parks into a vibrant cultural hub. New York-based creative agency, DVDL, is the cultural lead on the project, guiding the delivery of a multi-year program of public and building-integrated art. DVDL seeks a local, part-time Administrative & On-Site Project Coordinator to support both on-the-ground and behind-the-scenes logistics for various large-scale artworks by world-renowned artists, which are being installed in a new residential building — 222 North City.

The Coordinator will provide administrative support to the New York-based team on tasks including managing communications, scheduling meetings, coordinating travel and installation timelines, and processing vendor payments. The coordinator will also support ad hoc on-site needs, including receiving shipments, coordinating site access, and attending to vendor needs during the installation periods. This hands-on role is suited for a creative problem-solver with a strong background in arts administration and/or production-focused positions. This person should be highly detail-oriented and comfortable moving between fieldwork and administration. They should have flexible hours to attend to ad-hoc needs on-site and accommodate installation periods.

This is a part-time freelance role of approximately 20 hours per week, with flexibility to increase to 25+ hours during busy installation periods. The Coordinator is expected to be on site at North City during installation windows, with some remote coordination at other times. Availability for early mornings, evenings, or weekends may occasionally be required.

Key Responsibilities

On-Site Coordination

• Serve as the primary on-site point of contact for installation days, shipment arrivals, and artwork receiving.
• Coordinate site access, equipment, and day-of needs with artists, fabricators, handlers, and SBP site contacts.
• Capture daily site photos, shipment logs, and measurements; maintain field notes.

Logistics & Vendor Management

• Schedule and track deliveries of artwork, crates, equipment, and materials; oversee handlers/riggers/installers.
• Check in on handlers and installers.
• Liaise with local vendors for labor, storage, equipment rental, and other services.
• Monitor site progress; flag risks to schedule, cost, or safety; escalate promptly.

Project Support & Communication

• Draft and manage communications for review and approval.
• Support travel booking, order placement and schedule coordination.
• Stay synced with the internal production team on priorities, sequencing, and updates.
• Join internal/external meetings, and support follow-ups by summarizing actions, issues, and next steps.
• Surface cost-related issues from the field (e.g., storage, delays, overtime) to the Project Operations Lead.

Candidate Profile

Required Qualifications

• 2–4+ years in administration and logistic-oriented roles, such as production, construction, events, or similar coordination roles.
• Strong organizational, communication, and vendor-coordination skills.
• Comfortable operating in fast-paced site conditions with shifting priorities.
• Demonstrated problem-solving, attention to detail, and accountability.
• Proficiency with basic project tools (e.g., Google Workspace / MS Office; project trackers).

Preferred Qualifications

• Demonstrated interest in the arts
• Familiarity with shipping/receiving, rigging coordination, equipment rental, and site safety protocols.
• Working knowledge of Monday.com or similar PM systems; photo documentation best practices.
• Valid driver’s license; ability to lift/assist within reasonable limits and be on your feet during installs.
• A larger vehicle (small SUV or larger) to assist with minor pickups or movement of materials as requested
• An interest in the art and design world and familiarity with news and happenings of the fields, broadly speaking

About DVDL

DVDL is an agency of cultural strategists and innovators working at the intersection of cultural analysis and human behavior. We help communities, cities, brands, and cultural institutions stay agile and people-first with future-proofing strategies that can be implemented today to navigate what tomorrow brings.