Program Assistant, Home Preservation
Department: Home Preservation
Reports to: Program Manager
Classification: Fulltime, Non-Exempt
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:
- 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
- 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
- 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
- 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 firstname.lastname@example.org.