Capital Funds Project Coordinator

About Marin Housing Authority / Careers

Established: September 27, 2024

Memo from Executive Director, Kimberly Carroll   

DEFINITION

Under general direction, plans, organizes and coordinates capital improvement and construction projects from conceptual initiation through construction closeout. Manages capital fund program and provides direct support to development and asset management departments.

LEVEL SUMMARY

This position is immediately responsible to Director of Asset Management.   This position requires initiative, strong analytical and communication skills, and independent judgment to perform complicated analyses and project coordination, maintain and make recommendations on programs, and assume the lead on projects. 

FUNCTION

Manages Capital Fund budget and work planning. More specific duties may include the following:

• Under general guidance from Director of Asset Management, manages the Capital Funds.
• Works with a variety of individuals and agencies, contractors, inspectors, and licensing and regulatory agencies.
• Assists with cost-estimation, scheduling of construction, repair and modification projects as assigned (project schedules, cost analysis, permits, purchasing/bid time and construction, etc.).
• Evaluates condition of existing locations for the purpose of determining construction and/or renovation requirements and ensuring compliance with plans, specifications and local codes and ordinance. Develops and coordinates preventative maintenance programs.
• Coordinates capital construction activities (e.g. renovations, inspections, contractor and architect meeting, permitting activities, project close-outland calendars, mandated reports, etc.) for the purpose of ensuring that all phases of construction project are completed within specifications.
• Maintains a variety of manual and electronic files and /or records (e.g., material samples job related communications, etc.) for the purpose of providing up-to-date reference and complying with regulatory requirements and established guidelines.
• Monitors project activities (e.g. costs, time and materials, schedules, budgets, purchases, change orders, etc.) for the purpose of ensuring objectives are achieved within budget and timeframe and in compliance with established requirement.
• Prepares written materials (e.g. correspondence, memos, budgets, costs, bid invitations, calendars, schedules, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information's.
• Conducts and researches HUD established procurement and reporting procedures as needed.
• Recommends policies, procedures and/or actions on issues that relate to construction projects for the purpose of providing information and/or direction for making decisions on Agency controlled housing.
• Responds to inquiries (e.g. administrative staff, local inspectors, contractors, architects, the public, etc.) for the purpose of providing required information and/or referring to appropriate source.
• Reviews and variety of construction-related information for the purpose of ensuring completeness of records and insurance claims.
• Serves as an Agency representative in a variety of meeting (e.g. planning, community, vendor, etc.) for the purpose of conveying and receiving information related to assigned projects and activates.
• Other duties as assigned.

EMPLOYMENT STANDARDS

Education/Experience

Education equivalent to graduation from a four-year college or university with major course work in engineering, project management, architecture or equivalent work experience.

Experience: Four years of progressively responsible experience in engineering or construction management preferred. One year of experience as a general contractor may be substituted on a year for year basis for this experience.

Knowledge / Skills

• Project management.
• Working knowledge of HUD Capital Funds Program and the submission requirements
• The steps and processed necessary for effective maintenance and/or capital fund planning
• The section 3 and Davis Bacon requirements for procurement and contracting
• Understanding the obligating and expenditure process and the deadlines under the Capital Fund finale rule
• Recognizing basic procurement requirements of Marin Housing Authority
• The principles of ethics in procurement
• The basic Public Housing Development process
• Understanding of principles and practices of construction, personnel management and grant administration; technical specifications and practices of cost-effective construction
• Ability to multi-task under tight timelines.
• Planning and completing work assignments with minimal direction.
• Ability To:
• Plan, organize, assign, coordinate, review and evaluate the work of professional, technical, consultant and administrative support staff.
• Prepare, administer and monitor a project budge and anticipate future budgetary needs.
• Develop persuasive oral presentations of Ideas and recommendations.
• Interpret and apply complex rules, regulations, laws and ordinances.
• Provide assistance and project management oversight on assigned projects.
• Evaluate alternative project approaches and adopt effective solutions.
• Prepare accurate and detailed written material, including staff and administrative reports.
• Analyze policies, proposed code amendments and changes to established programs and policies.
• Exercise sound, independent judgment and initiative within established guidelines.
• Establish and maintain effective working relationships with a diverse workforce.
• Interact effectively to problem-solve and partner with internal and outside agencies and contractors. Make significant contribution as a member of the Agency's management team.
• Promotes a harassment-free environment; educate others on the value of diversity; recognize the value of individual and cultural difference; create a work environment where individual's differences are valued.
• Maintain regular and consistent attendance and perform work without direct supervision.
• Basic knowledge of modern office equipment including copiers, calculators, personal computers, etc. Computer systems such as Excel, MS Word, MS Project and legal or technical terminology relating to affordable housing program functions.

LICENSE

Possession of a valid California driver’s license is mandatory.

PHYSICAL DEMANDS:

While performing the duties of this job the employee is frequently required to sit for extended periods of time, talk and hear within standard ranges. The employee is required to walk, use hands to finger, handle, or feel objects, tools, or computer controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work is typically performed in a normal office setting, with moderate noise levels, but some projects will require walking throughout MHA properties and attending various events and meetings away from the office.



Marin Housing Authority is an equal opportunity, affirmative action employer. Minorities, women and individuals with disabilities are strongly encouraged to apply.  Upon request, reasonable accommodations will be made for persons with disabilities and for religious reasons.