CONSTRUCTION REPAIR PROGRAM ADMINISTRATIVE SPECIALIST
SUMMARY:
Responsible for overseeing, managing, documenting, and coordinating Fayetteville Area Habitat for Humanity’s (FAHFH) Critical Home Repair Program construction project requirements, construction rehabilitation and home repairs, and construction administrative duties under the Chief Programs Officer and Chief Operations Officer. Ability to work with Repair Program Construction Site Supervisor on repair projects as a team. Ability to work effectively with volunteers and families in the FAHFH critical home repair programs. This position will work with the Repair Program Construction Site Supervisor to ensure all administrative requirements are complete. Major responsibilities of this position are to assist project management of construction repairs and rehabilitations and related activities on the repair worksite, including program approval documentation, bidding, inspection, reviewing scopes of work, ensuring appropriate funding is utilized by program, and reviewing applications completed at intake by the Family Services Department. The Repair Program Administration Specialist will perform other duties as assigned as it relates to administration and documentation of repair and rehabilitation projects.
PRIMARY RESPONSIBILITIES:
Repair Program Requirements and Project Management
- Key Tasks: Document all aspects of repair projects in conjunction with the Repair Program Construction Site Supervisor, assist in bidding and monitor contractors and sub-contractors, complete repair project documentation, obtain all warranty and Certificates of Insurance, submit documentation for reimbursement of funds from municipal and Federal funding organizations, and document all activities as per FAHFH and program requirements for auditing by external organizations (municipal and Federal).
- Utilize organizational skills and backwards planning to complete projects in a logical sequence.
- Assists in coordinating sub-contractors agreements and reviewing the work of all sub-contractors, labor and materials for critical home repair projects under Fayetteville Area Habitat for Humanity.
- Monitors invoicing and tracking project milestones, documents all aspects of project in conjunction with Repair Program Construction Site Supervisor.
- Assists in inspecting each phase of work of a repair project or coordinating to determine completion and acceptable quality and that each trade is finished on schedule as per the repair project management. Conducts checklist walkthrough prior to scheduling inspections to ensure a first-time pass and makes corrections as warranted, including “Green Building”, ADA modifications, Cumberland, Bladen and Sampson county and local municipal inspections (City of Fayetteville-CDBG program).
- Assists in identifying requirements for the safety and security of the repair job site IAW OSHA policies, Lead/RRP procedures and testing, and hazardous waste safety procedures.
- Assists in completing documentation with the homeowner for the repair project, obtaining homeowner signature for Certificate of Completion or Certificate of Occupancy.
- Monitors established timeline for critical home repairs to meet reasonable expectations of repair completion.
- Coordinate and work with the Construction Team and Volunteer Coordinator for integration of projects and resource management in a professional and courteous manner.
· Develop and create positive relationships and interactions with homeowners, subcontractors, colleagues and program stakeholders.
- Identifies and integrates volunteers, community supporting members (Home Builders Institute, Churches), partner families and applicants, and partner organizations into appropriate and COO approved repair projects and activities in a timely manner with the Volunteer Coordinator and Chief Operations Officer.
Repair Construction Project Administration
- Completes HUD Environmental Review Online System (HEROS) reports for every project, including NC State Historical Preservation Office requirements.
- Provides progress reports to the Construction Program Manager and keeps logs of activities audited by external agencies.
- Assists in issuing, completing and documenting bidding process, bids, and awarding of repair projects for every project, in accordance with FAHFH Bidding policy.
- Monitors and reviews completion of onsite home inspections for writing and documenting the home assessment inspection for creating a Scope of Work completed by the Construction Site Supervisor.
- Reviews and documents the Scope of Work for approved work to be completed within the budget provided by the Chief Program Officer or Chief Operations Officer.
- Assists in ordering and coordinating repair project support, e.g. portable toilets, dumpsters, trash removal, lead and asbestos testing, and inspections.
- Documents all invoices, returns and credits, supplying bills, and coordinating administration by project through the Chief Operations Officer for supporting work, sub-contractors, materials, or other associated costs with a repair project.
- Assists in coordinating and securing permits and inspections for municipal or county repair projects within Construction Department with Construction Program Manager as needed.
- Reviews the contract and scope-of-work for each repair project and works with the family, applicant and Family Partner on an as needed basis for coordination of the repair.
- Reviews and monitors all work and assessments with photos, written reports, excel spreadsheet tracking and other required reporting as directed by the Chief Operations Officer and Chief Programs Officer.
- Reports any budget discrepancies to the Construction Program Manager and Chief Operations Officer prior to any expenditure not covered in budget.
- Provides weekly update of administrative project repair status, issues, changes, or concerns with the project to the Chief Operations Officer and Construction Program Manager.
FAHFH Program Specific Duties
- Must be an organizational fit, with respect, integrity, and professionalism as requirements in all aspects of the position, with coworkers, applicants, contractors and partner organizations.
- Participates in FAHFH Volunteer and Organizational events on as needed basis.
- Assists in coordinating and communicating with the Volunteer Coordinator to manage necessary volunteers for workdays for approved projects.
- Performs other appropriate activities and duties as assigned.
STANDARDS FOR MEASURING PERFORMANCE:
· Achieve FAHFH project and repair goals relative to critical home repairs and rehab construction in accordance with appropriate FAHFH, municipal and program policies and requirements.
· Take initiative and independent action demonstrated in handling tasks assigned for assisting in project management and administrative processes within the policies of FAHFH and required state and local building codes.
· Document all activity reports as required by external organizations and within FAHFH policies and procedures for auditing and external oversight.
· Self-starter and ability to work both independently and with other staff in a team environment.
· Familiarity of construction and construction site management.
· Communicates and works effectively with a diverse population, varying in age, physical/mental health, lifestyles, cultural, and ethnic backgrounds.
· Communicates professionally and effectively within the organization and with external partners, contractors, and repair applicants.
· Strong willingness to serve the community and a team-player mentality.
· Strong interpersonal, communication, and organizational skills.
· Ability to work in a cross-functional, inter-departmental work environment (new construction, volunteer coordinator, marketing, family services).
REPORTING: Provide daily, weekly, quarterly, and/ or annual reports to Construction Program Manager or Chief of Operations per reporting timelines. Works in partnership with Repair Program Construction Site Supervisor.
QUALIFICATIONS:
· Proven experience in managing administrative requirements for residential construction, repairs, or rehabilitation and at least two (2) years’ experience in repair projects.
· Must be proficient in Microsoft Office, including Word, Excel and email.
· Must have access to reliable transportation and have a valid, current driver’s license.
· Must be able to administratively manage, monitor, and coordinate small and medium sized repair projects.
· Experience in working in teams on construction project objectives preferred.
· Associate’s degree in Industrial Management, Office Administration or another relevant field, or at least 2 years of relevant work experience in construction administration, repair and supervision preferred.
· Background in Federal funding, grants, HUD requirements, an HUD Environmental Review Online System (HEROS), and online portals helpful.
· Background check, drug testing, and driver’s license verification required.
PHYSICAL REQUIREMENTS:
· Ability to sit at a desk and use a computer for extended periods of time.
· Ability to stand for long periods of time.
· Ability to lift 20 pounds.
JOB CLASSIFICATION: Exempt
HOURS: Full time salaried position at 40+ hours per week, including some weekends. Must be flexible.
Job Type: Full-time
Pay: $47,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Construction Adminstrative: 2 years (Preferred)
Ability to Commute:
- Fayetteville, NC 28303 (Required)
Ability to Relocate:
- Fayetteville, NC 28303: Relocate before starting work (Required)
Work Location: In person