Home Preservation Construction Project Administrator

HOME PRESERVATION PROJECT ADMINISTRATOR

Salary Range $90,000- $100,000/Year DOE 

Your Impact

The Home Preservation Project Administrator supports the Home Preservation team through project administration, document control, construction coordination, and compliance tracking. The position maintains accurate project information across Procore, Salesforce, department trackers, and shared files and provides the administrative follow-through needed to keep projects organized and moving. Working collaboratively with senior project management staff and receiving training and guidance as needed, the Project Administrator will develop the ability to prepare and administer contracts and change orders and support project cost and schedule control. This role reports directly to the Home Preservation Construction Manager. 

Primary Responsibilities

Project Administration and Document Control (40%)

• Set up projects, contacts, and required project information in Procore, Salesforce, department trackers, and shared filing systems.

• Maintain complete, accurate, and current electronic and physical project files; file contracts, proposals, reports, approvals, photos, testing documentation, and correspondence in the proper locations.

• Update Salesforce and Procore throughout the project lifecycle so project status, milestones, activities, and documentation are current and consistent across systems.

• Prepare, organize, and track NEPA and other environmental or grant-compliance packets; coordinate required documentation with internal teams, consultants, jurisdictions, and funding partners.

• Schedule lead testing and other required project testing, inspections, walks, and meetings; confirm attendance, track results, and file clearance or completion documentation.

• Maintain project and department calendars, schedules, logs, and trackers; follow up on overdue items and communicate upcoming deadlines to the appropriate team members.

• Support subcontractors and vendor onboarding and maintain required administrative documentation.

• Request and track subcontractor certificates of insurance and W-9s, complete the initial review against established requirements, and route the documents to the designated internal reviewer for final verification.

• Support the solicitation and coordination of gift-in-kind donations for projects, as assigned.

• Coordinate project closeout documentation, including completion records, financial closeout support, final filing, and timely issuance of homeowner warranty letters.

Preconstruction and Contract Administration (40%)

• Create draft scopes of work and requests for proposal at the direction of the Project Manager.

• Prepare, manage, and distribute bid solicitations through Procore; coordinate proposal walks, confirm subcontractor participation, and follow up with vendors to obtain bids by established deadlines.

• Assist with bid review and leveling, compile supporting documents, and communicate missing information or clarifications to the Project Manager.

• Under the direction of senior project management staff, prepare, route, issue, and track contracts, subcontracts, change orders, exhibits, and related supporting documentation.

• Create, review, and track project schedules and escalate potential schedule impacts.

• Support procurement and delivery coordination for materials and supplies and follow up with vendors on availability, lead times, and outstanding commitments.

• Coordinate communications among Project Managers, field staff, subcontractors, vendors, homeowners, consultants, jurisdictions, and other HGSF departments; document decisions and follow-up items.

• Route project documents and requests to the appropriate team member and track responses, approvals, and outstanding follow-up items.

Compliance and Reporting (15%)

• Support grant compliance by maintaining required project documentation and identifying missing information for Project Manager review.

• Track required approvals, environmental clearances, testing results, permit documentation, and other jurisdiction- or funder-specific conditions before work proceeds.

• Maintain thorough and accurate records of project activities, progress, schedules, commitments, costs, and closeout status.

• Prepare weekly and monthly project-status reports and tracker updates for the project team and leadership, including open items, risks, decisions needed, and upcoming deadlines.

• Support compliance with company policies, contract requirements, industry standards, and applicable safety procedures.

Other Duties as Assigned (5%)

• Perform other duties as assigned in support of Home Preservation construction operations and organizational priorities.

Minimum Qualifications

• Bachelor’s degree in Engineering, Construction Management, or a related field, or an equivalent combination of education, training, and relevant experience, with a minimum of 2 years of experience in construction, project coordination, or a related field.

• Demonstrated ability to manage detailed administrative workflows, maintain organized records, and follow tasks through completion.

• Planning, organizational, and time-management skills with the ability to manage multiple projects, priorities, deadlines, and stakeholders.

• Ability to build, update, and interpret comprehensive project schedules and trackers.

• Ability to coordinate subcontracts, contract documents, change-order documentation, and project correspondence under supervision.

• Ability to apply basic construction and problem-solving principles to project challenges and elevate issues appropriately.

• Strong analytical skills and attention to detail, accuracy, and document quality.

• Strong written and verbal communication skills and a professional, service-oriented approach to follow-up.

• Ability to work effectively with homeowners from diverse backgrounds and communities, providing clear, respectful communication while demonstrating empathy, cultural awareness, and a commitment to a positive homeowner experience.

• Manage and document final material selections with homeowners by reviewing approved options in the HP Specification Book and confirming selections through the MOU process.

• Ability to maintain discretion and confidentiality at all times.

• Must be able to travel within HGSF’s tri-county service area (San Francisco, Marin, and San Mateo counties).

• Must be able to pass a background check. (In accordance with state and county law, convictions do not necessarily rule out employment. Determinations depend on the nature and severity of the conviction and are evaluated on a case-by-case basis. The check is conducted on the last seven years only.

Preferred Qualifications

• Experience with Procore, Salesforce, Bluebeam, PlanGrid, or comparable construction-management and CRM systems.

• Familiarity with construction contracts, change orders, bid solicitation, cost tracking, and project closeout documentation.

• Experience supporting publicly funded, grant-funded, residential rehabilitation, or occupied-home construction projects.

• Familiarity with environmental review, lead testing, permitting, or other construction-compliance documentation.

Work Environment

This role works primarily in a professional office setting. Ability to travel within HGSF’s service region is required for occasional project-related meetings, as assigned.

Physical Demands

This role is largely sedentary and requires regular use of a computer, telephone, and other standard office equipment. The employee must be able to communicate frequently in English, both verbally and in writing, and perform the essential functions of the position with or without reasonable accommodation.

Benefits

Compensation for this role is competitive, DOE. This full-time position offers medical, dental, and vision insurance; life insurance; long-term disability; an employee assistance program (EAP); a Flexible Spending Account (FSA); a 403(b) retirement account; commuter benefits; 20 paid vacation days; three front-loaded sick days (accruing up to 72 hours per year); and 13 paid holidays.

EEO: Habitat Greater San Francisco is an equal opportunity employer. Habitat Greater San Francisco strives to reflect the diverse community it serves. Applicants who contribute to this diversity are strongly encouraged to apply. Reasonable accommodation is available for qualified individuals with disabilities upon request.

Habitat GSF receives federal funds through the Self-Help Homeownership Opportunity Program (SHOP) and is required by federal law, to the greatest extent possible, to provide job training and employment opportunities to Section 3 residents. Section 3 residents are defined as public housing residents or low-income persons who live in metropolitan areas or non-metropolitan counties where HUD-assisted projects are located.