Project  Assistant

Department:  Housing Development
Reports to:  Vice President Housing Development
Classification: Temporary, Full-time,Non-Exempt

Position Purpose:

The Project Assistant (PA) is a temporary, full time, non-exempt position, responsible for assisting the Vice President and Project Managers with managing the project development process and the home renovation process on multiple projects simultaneously.  The PA will assist in site and home acquisition, contract negotiation, obtaining project financing, budgeting, managing consultants, pulling permits, managing schedules, and managing home sales. This position is highly visible in the organization and externally.

Essential Functions of the Position:

Site Acquisition/Feasibility                       

  • Research, locate, and assist in evaluating land and home opportunities for Habitat’s programs
  • Assist in due diligence coordination with in-house construction staff and others
  • Research and understand target market areas

Contract Negotiation      

  • Assist in negotiating agreements and consultant contracts;

Project Financing            

  • Assist in identifying and securing public and private financing for projects, including writing grant applications and pursuing grant funds;
  • Monitoring or coordinating disbursement/draw requests with accounting/finance staff;

Project Budgeting & Cash Flows

  • Assist in developing project and program pro formas and detailed budgets and manage project costs;
  • Assist in developing and regularly (monthly) updating cash flow forecast/outlook through end of projects;
  • Reviewing and authorizing non-construction project invoices/expenses and submit for payment;
  • Assist in monitoring expense reports from the Finance department and provide corrections/explanations;

Project Team & Partnerships

  • Assist in developing and maintaining good working relationships with development partners and funders to achieve mutual goals;
  • Assist in coordinating selection and manage performance of architects, consultants, attorneys, engineers, and other project specialists and team members;
  • Assist in coordinating the project-related work of Fundraising, Homeowner Relations, and Construction Management departments to ensure adherence to project budget and schedule;

Planning and Permitting Process

  • Assist in representing HEBSV’s before public agencies and community organizations, including developing and maintaining strong relationships with government representatives and making presentations in front of government entities;
  • Assist in the preparation and processing of all necessary entitlement applications and other required approvals in coordination with project team;

Project Schedules

  • Assist in creating and coordinating project and program schedules and maintaining the process for project team adherence and accountability to timelines;

Project Reports

  • Prepare and submitting reports to funding sources for projects, in a timely manner;
  • Provide periodic reports on project progress or key issues and findings;

Home Sales

  • Assist in managing development of home pricing models using affordability calculations and market analysis;

Knowledge, Skills, and Abilities:

Affordable Housing Development

  • Minimum one year experience in housing and real estate development, real estate finance, planning or related field;
  • Experience in residential for-sale acquisition, development or rehabilitation preferred;
  • Bachelor’s Degree required; degree in Business Administration, Real Estate, Architecture, Engineering, or Urban Planning desired;
  • Proficient in MS Excel and Word, aptitude/willingness to learn other management software programs, including MS Project;
  • Commitment to affordable housing development and specifically the HEBSV mission to create homeownership opportunities for very low, low, and moderate income families;
  • Possess a temperament that is suitable for the environment of a volunteer-oriented, non-profit organization and the ability to create a work environment that is cheerful, productive and inclusive;

Property Acquisition/Disposition

  • Basic knowledge of real estate law in California desired;
  • Experience with purchase and sale and option agreements, grant deeds, and other legal documents desired;

Negotiation and Management Experience

  • Experience building relationships with local governments desired;
  • Ability to negotiate development and consultant contracts desired;
  • Ability to work in teams and coordinate diverse input into the development process;

Communication Skills

  • Strong written communication skills;
  • Strong oral communication skills and experience making public presentations;
  • Ability to work effectively with different social and economic groups in community meetings and guide the community design process and acceptance;


  • Strong financial background, preferably including affordable housing real estate financing;
  • Knowledge of budget management in Microsoft Excel

Work Environment/Physical Requirements:

Primarily office work, some travel and attending night and weekend meetings as required.

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

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.