Program Assistant, Home Preservation

Department: Home Preservation
Reports to: Program Manager
Classification: Fulltime, Non-Exempt

Position Purpose:

The Program Assistant is responsible for supporting the activities of the Home Preservation team at Habitat for Humanity East Bay/Silicon Valley. This includes client intake, procurement, preparing, processing and tracking subcontracts for construction trades, and other related work.

Essential Functions of Position: 

Client Intake

  • Serve as main point of contact for applicants and clients before, during, and after services are completed on their homes
  • Manage a pool of data entry and intake screening volunteers
  • Receive and review applications from potential clients, field calls and disseminate information
  • Ensure client intake and communication is timely, accurate, and appropriate
  • Maintain Salesforce database of applicant, client and project information along with electronic and paper file

Procurement

  • Receive purchase requests from Superintendent and Inspectors, place orders from Preferred Vendors, input and track in Salesforce
  • Work with finance to execute purchase orders as necessary
  • Track deliveries
  • Maintain lists of preferred vendors and subcontractors
  • Assist finance and field staff to ensure proper coding of all receipts and invoices

Subcontractor Coordination

  • Prepare bid packages for subcontracts
  • Issue and track bidding process for subcontracts as necessary
  • Provide information to Finance for entering subcontracts into accounting software and track approval process
  • Generate and track subcontracts, issue change orders, code and submit invoices
  • Generate and process all change orders
  • Coordinate Contractor Eligibility verification

Construction Coordination

  • Work with applicants to schedule site visits and collect project paperwork as necessary
  • Assist Program Manager in maintaining database integrity
  • Maintain construction staff training schedule (CPR/1st Aid, OSHA, etc)
  • Working with Operations, track construction rolling stock, including registration, insurance, and maintenance records

Knowledge, Skills, and Abilities:

  • Commitment to the Habitat mission to build low‐cost housing.
  • Computer proficiency
  • Ability to communicate clearly with vulnerable populations
  • Have a temperament that is suitable for the environment of a non‐profit organization and the ability to create a work environment that is positive, productive and inclusive
  • Familiarity with database software such as Salesforce useful but not required
  • Basic knowledge of residential construction useful but not required

Working Environment/Minimum Physical Requirements:

  • Primary work will be performed at the Oakland office.

Note: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as needed.

Interested candidates must submit both a cover letter and resume to Lucinda Lee O’Sullivan, Director of HR & Operations at hr@habitatebsv.org.

About the Author

Habitat for Humanity East Bay/Silicon Valley

As an independent affiliate of Habitat for Humanity International, Habitat East Bay/Silicon Valley believes in a world where everyone has a decent place to live. We create opportunities for families to transform their lives, gaining the strength, stability, and self-reliance they need to build a better future. Working together as a community, we build homes with affordable mortgages, repair and renovate existing homes, counsel first-time homebuyers, and revitalize neighborhoods in Alameda, Contra Costa, and Santa Clara counties. For more information, please call 866.450.4432.

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