Project Expediter/Executive Assistant, Project H.O.M.E.

Posted by on September 05, 2011

Project Expediter/Executive Assistant, Project H.O.M.E.

Posted on: August 12, 2011

ROLE & RESPONSIBILITIES:

The Project Expediter/Executive Assistant will assist (2) Housing and Community Development Project Managers with community economic development projects. Primary responsibilities include daily support to each of the Project Managers in the form of project office administration, pre-design/feasibility, financing/budget management, construction, and construction close-out/warranty. In addition, the Project Expediter/Administrative Assistant will provide support to the Vice President of Neighborhood Operations and Board of Trustee support to the Executive Director of Project H.O.M.E. These responsibilities include clerical, administrative and general office duties.

Project Office Administration:

Keep logs of information received and processed.
Coordinate meetings
Develop, manage and maintain the Project Office for Project Managers; hard & online versions of project files.
Act as liaison with funders, public agencies, design and construction professionals
Attend meetings with outside parties and project manager.
Attend development team meetings and construction meetings.
Attend community meetings.
Prepare and distribute meeting minutes as required.
Attend training sessions for professional development.
Additional assignments and special projects as required.

Pre-Design/Feasibility

Assist with issuing Request for Proposals (RFP) for design and construction professionals.
Coordinate and assist with contract management for pre-design/feasibility services
Assist in securing zoning and building permits
Research and obtain information regarding required permits, regulations, utility discontinuances, etc., then following through with those identified requirements.
File for building permits as required.
Obtain vendor and consulting quotes and information for budgeting purposes.
Coordinate insurance requirements and make sure we have current insurance certifications from all necessary parties.
Work with external agencies to ensure proper filing of all non-profit Tax Exemptions and Abatements.

Financing and Budget Management

Complete and organize applications and for funding from various agencies including but not limited to PHFA, OHCD, RDA, FHLB.
Assist with project syndication and loan closing.

Construction

Assist Project Managers with construction contract deliverables to ensure project is completed on time and within budget.
Follow up with Owner’s Representative and other consultants regarding contract deliverables as required, determine status of deliverables and resolve problems.

Close-out/Warranty

Assist Project Managers with punch list items, building turn-over to Property Management Department.
Work with Accounting Department to ensure proper project close out with Accounting Department and funders.

Executive Assistant

Assistant to the Vice President of Operations. Perform clerical, administrative and general office duties. Duties will include but are not limited to:

Schedule appointments, meetings and other events.
Maintain files.
Submit timesheets for VP of Operations and direct reports.
Track benefit time for VP of Operations and direct reports.
Prepare variance report for department 1300 per Accounting on a monthly basis.
Maintain office supplies and petty cash.
Field calls for VP of Operations.
Prepare and mail correspondence.
Set up and maintain files.
Prepare meeting minutes as required.
Additional assignments and special projects as required.

Assistant to the Executive Director of Project H.O.M.E./Board of Trustees. Perform clerical, and administrative and general office duties.

*Project H.O.M.E. reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of the duties and responsibilities of the job nor does it constitute a written or implied contract.

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IMMEDIATE SUPERVISOR: Director of Housing & Community Development

(dotted line to VP of Neighborhood Services and Administrative Affairs, and Executive Director of Project H.O.M.E.)

INTERNAL/EXTERNAL CONTACTS:

The work of Project H.O.M.E. is rooted in our strong spiritual conviction of the dignity of each person. As such, we strive to function as a community of individuals who demonstrate respect, courtesy, dignity, support and care for all people.

Our community of care extends to homeless persons, residents, vendors, consumers, staff, outside agencies, and all people who enter our dwelling places. Thus, we work to avoid making assumptions and generalizations about people. We demonstrate and foster respect for cultural differences. We believe in our ability to listen and learn from one another.

Specifically, building community for the Project Expeditor/Executive Assistant means:

1. Receiving and responding to work tasks/assignments in a courteous and timely fashion.

2. Meet and greet visitors, residents, other staff and co-workers in a professional and welcoming manner.

3. Intentionally maintaining open dialogue and verbal/written communication to eliminate chaos, confusion, and misunderstanding.

4. Strives to put others at ease and communicate in ways they can understand.

5. Develops and maintains smooth, cooperative working relationships with others.

6. Encourages open expression of ideas and opinions.

Additionally, all staff is responsible for the following:

1. Commitment to and uphold the mission of Project H.O.M.E.

2. Work at establishing a base of trust with each resident.

3. Develop good working relationships among community and staff.

4. Continue to learn about mental illness, addictions, and dually diagnosed residents.

5. Accept residents “where they are at” while working to assist them.

6. Observe confidentiality, privacy, and dignity of each resident.

EDUCATIONAL REQUIRMENTS:

B.A. or B.S. degree
Strong computer skills a must

EXPERIENCE REQUIREMENTS:

1.) Minimum of five (5) years administrative experience;

2.) Working knowledge of public subsidies.

3.) Intermediate/Advanced Excel, Microsoft Project

4.) Ability to work collaboratively with public agencies, funders, design and construction professionals, Project Managers, Accounting Department, other Project H.O.M.E. staff and members of the community

5.) Must be extremely organized, detailed, and an independent worker & thinker.

6.) Must be flexible and routinely able to assist Project Managers with critical deadlines (e.g. loans closings, funding application deadlines)

7.) Must have excellent verbal and written communication skills

8.) Experience working in low and moderate income and urban communities

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WORKING HOURS: Monday – Friday, 40 hours per week (some weekends)

To apply for this position please click the following link: http://tbe.taleo.net/NA2/ats/careers/requisition.jsp?org=PROJECTHOME&cws=1&rid=132