Position Summary: The Housing Projects Coordinator is responsible for coordinating, monitoring, and supporting all housing construction, rehabilitation, capital improvement, and housing development projects for Big Valley Rancheria. This position serves as the central project coordinator between Tribal departments, architects, engineers, contractors, consultants, funding agencies, and regulatory partners to ensure projects are completed on schedule, within budget, and in compliance with applicable Tribal, federal, state, and grant requirements.
The Housing Projects Coordinator oversees project administration from planning through completion, including procurement, budgeting support, contract administration, project scheduling, construction documentation, grant reporting, inspections, and project closeout.
This position plays a critical role in advancing the Tribe's strategic housing initiatives by helping deliver safe, affordable, and sustainable housing for Tribal members.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Project Planning & Development
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Coordinate housing construction, rehabilitation, infrastructure, and capital improvement projects from concept through completion.
- Assist in planning new residential developments, multifamily housing, elder housing, workforce housing, and community infrastructure projects.
- Coordinate project timelines and ensure milestones are met.
- Maintain project schedules and monitor progress.
- Track project deliverables and report delays or issues to the Housing Director.
- Coordinate pre-development activities including surveys, environmental reviews, utility coordination, permitting, and site preparation.
- Assist with project budgeting and cost tracking.
Construction Coordination
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Coordinate activities between contractors, subcontractors, architects, engineers, inspectors, consultants, and Tribal staff.
- Attend construction meetings and prepare meeting minutes.
- Monitor construction progress and document project status.
- Conduct regular site visits to monitor quality, safety, and contract compliance.
- Coordinate inspections and punch list completion.
- Verify completion of work prior to processing payment requests.
- Assist with project closeout documentation.
Contract Administration
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Prepare requests for proposals (RFPs), invitations for bids, and procurement documents.
- Coordinate consultant and contractor selection processes.
- Monitor professional service agreements and construction contracts.
- Track insurance certificates, bonds, licenses, permits, and required documentation.
- Maintain contract files.
- Process contract amendments and change orders.
- Coordinate payment requests with Finance.
Grant Compliance & Reporting
Coordinate projects funded through programs including:
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Indian Housing Block Grant (IHBG)
- NAHASDA
- HOME Program
- HOME-ARP
- National Housing Trust Fund
- Federal Home Loan Bank
- Tribal Housing Grants
- State housing programs
- Other federal, Tribal, and grant-funded housing initiatives
Responsibilities include:
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Track grant expenditures.
- Monitor project budgets.
- Maintain grant documentation.
- Prepare reimbursement requests.
- Assist with grant reporting.
- Ensure projects remain compliant with funding requirements.
- Coordinate grant monitoring visits and audits.
Budget & Fiscal Monitoring
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Monitor project budgets and expenditures.
- Track encumbrances and purchase orders.
- Review invoices for accuracy.
- Coordinate payment approvals.
- Prepare project budget updates.
- Assist with budget development for future housing projects.
- Maintain financial tracking spreadsheets and project cost reports.
Procurement
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Coordinate procurement activities in accordance with Tribal purchasing policies.
- Prepare bid packages.
- Coordinate bid openings.
- Maintain procurement files.
- Ensure compliance with federal procurement standards.
- Assist with vendor qualification and contractor documentation.
Regulatory Compliance
Coordinate project compliance with applicable regulations including:
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Tribal Housing Policies
- Tribal Building Codes
- HUD requirements
- NAHASDA regulations
- Davis-Bacon (when applicable)
- Environmental regulations
- Procurement regulations
- Building permits
- Accessibility standards
- Fair Housing requirements
Project Documentation
Maintain comprehensive project records including:
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Contracts
- Drawings
- Specifications
- Change orders
- Inspection reports
- Meeting minutes
- Budget reports
- Construction schedules
- Payment applications
- Grant files
- Warranties
- Closeout documents
Ensure documentation is organized, accurate, and audit-ready.
Collaboration
Work closely with:
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Housing Director
- Tribal Administrator
- Finance Department
- Maintenance Department
- Public Works
- Planning consultants
- Engineers
- Architects
- Legal Counsel
- Funding agencies
- Tribal members
- Community partners
Reporting
Prepare regular reports regarding:
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Project status
- Budget performance
- Construction progress
- Grant expenditures
- Contract status
- Project risks
- Schedule updates
- Capital improvement planning
Present project updates to management and Tribal leadership as requested.
Other Duties
Perform other related duties as assigned by the Tribal Administrator
EDUCATION AND/OR EXPERIENCE:
Education
Bachelor's Degree in one of the following preferred:
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Construction Management
- Project Management
- Civil Engineering
- Architecture
- Public Administration
- Housing Administration
- Business Administration
- Planning
- Related field
Equivalent combination of education and experience may be considered.
Experience
Minimum three (3) to five (5) years of progressively responsible experience coordinating construction, housing development, public works, capital projects, grant-funded infrastructure projects, or affordable housing developments.
Experience working with Tribal governments or federally funded housing programs is highly preferred.
LANGUAGE SKILLS:
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Requires an individual with exemplary verbal and written communication skills and supervisory skills.
REASONING ABILITY:
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Requires ability to plan, assign and direct workflow and ability to establish and maintain effective working relationships with employees, other agencies and the public.
CORE COMPETENCIES
Knowledge of:
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Construction management principles
- Housing development processes
- Contract administration
- Public procurement
- Project budgeting
- Construction documentation
- Building plans and specifications
- Housing grant requirements
- Federal funding regulations
- Construction scheduling
- Risk management
- Tribal government operations
Manage multiple projects simultaneously.
- Coordinate diverse teams and stakeholders.
- Read construction plans and specifications.
- Analyze budgets and financial reports.
- Maintain organized project documentation.
- Communicate effectively both verbally and in writing.
- Prepare professional reports and presentations.
- Meet deadlines while managing competing priorities.
- Build positive working relationships with Tribal members, contractors, consultants, and partner agencies.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Other Requirements
- Must be eligible for coverage under the Tribe’s vehicle insurance policy.
- Must possess a valid California driver’s license. Must be willing to travel locally, regionally, statewide, and/or out-of-state, as necessary, during or after regular working hours.
- Preference in hiring is given to qualified American Indians in accordance with the Indian Preference Act (Title 25 U.S. Code, § 472 and 473). Applicants claiming Indian preference must submit verification by Tribe of affiliation or other acceptable documentation of Tribal Enrollment.
- Must be twenty-one (21) years of age.
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Work involves periods of sitting, walking, bending, crouching, stooping, stretching, reaching, or similar activities, and lifting moderately heavy items, up to 50 lbs.
