Position Summary
The Housing Authority of Champaign County (HACC) is seeking a motivated, detail-oriented, and passionate Project Coordinator to join its Construction and Real Estate Development team. Reporting directly to the Director of Construction and Real Estate Development, this position provides essential project management and administrative support across a portfolio of affordable housing development and construction projects. The ideal candidate demonstrates strong organizational skills, a proactive mindset, an eagerness to learn, and a genuine commitment to the mission of expanding access to safe, quality, and affordable housing in Champaign County.
Responsibilities
The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.
1. Assists the Director in coordinating and tracking multiple concurrent construction and real estate development projects, ensuring milestones and deadlines are met.
2. Maintains comprehensive project schedules, status reports, and action item logs; proactively identifies and communicates delays or risks to the Director.
3. Coordinates project meetings, prepares agendas, records detailed minutes, and follows up on assigned action items to ensure timely completion.
4. Supports the procurement process by assisting with bid solicitation, contractor prequalification, and contract administration activities.
5. Monitors project budgets and expenditures; tracks invoices, change orders, and payment applications in accordance with Agency procedures.
6. Serves as a liaison between internal staff, contractors, architects, engineers, consultants, funding agencies, and community partners.
7. Assists with site visits, inspections, and walkthroughs as needed; documents field observations and prepares written reports for the Director.
8. Prepares reports that detail labor distribution, overtime hours worked, Paid Time Off (PTO) taken, etc. Confirms employee leaves balance with supervisors as appropriate.
9. Supports compliance activities related to affordable housing programs including HUD, Low-Income Housing Tax Credit (LIHTC), HOME, CDBG, and other applicable federal, state, and local funding sources.
10. Assists in preparing and tracking grant applications, funding submissions, and reporting requirements.
11. Maintains current knowledge of affordable housing regulations, programs, and best practices; brings forward relevant observations and recommendations proactively.
12. Helps coordinate with regulatory agencies, lenders, investors, and local municipalities on project approvals, entitlements, and required inspections.
13. Maintains organized electronic and physical filing systems for all project documents, contracts, permits, correspondence, and reports.
14. Prepares professional written communications, presentations, reports, and spreadsheets on behalf of the Director.
15. Manages calendars, coordinates scheduling for meetings and site visits, and arranges travel as needed.
16. Processes and tracks department invoices, purchase orders, and expense reports in accordance with HACC policies.
17. Assists in maintaining current vendor and contractor contact databases and supports onboarding of new vendors.
18. Supports preparation of board meeting materials related to construction and development activities.
19. Undertakes and performs other work-related duties as assigned, including coverage across functional areas to balance workload or address absences.
20. Accountable for consistent adherence to strong Agency standards regarding the ethical, responsible, and appropriate use, care, and safeguarding of Agency materials, supplies, resources, and other assets.
Education and Experience
Associate's degree required; bachelor’s degree in urban planning, Public Administration, Construction Management, Business Administration, or a related field preferred. Minimum of two (2) years of experience in project coordination, construction administration, real estate development support, or a closely related field. Demonstrated knowledge of or experience in affordable housing programs, community development, or public-sector work is strongly preferred.
The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Executive Director or his/her designee:
· Affordable housing program fundamentals (HUD, LIHTC, HOME, CDBG)
· Project Management Professional (PMP) or Certified associate in project management (CAPM)
· Fair Housing
Knowledge and Skills
1. Working knowledge of applicable federal, state, and local laws, rules, and regulations pertaining to affordable housing, construction, and real estate development.
2. Knowledge of affordable housing development processes including financing structures, funding applications, and regulatory compliance requirements.
3. Thorough knowledge of project coordination principles including scheduling, budget tracking, document management, and contractor coordination.
4. Ability to meet and interact professionally and courteously with the public, contractors, consultants, and community partners.
5. Ability to understand and follow complex written and oral instructions and communicate effectively with persons of diverse backgrounds and abilities.
6. Ability to make routine decisions in accordance with established Agency policies, procedures, and guidelines.
7. Ability to operate the Agency's computer systems and applicable software, including project management platforms.
8. Ability to prepare clear, concise, and professional written reports, correspondence, and presentations.
9. Ability to communicate clearly and concisely, both orally and in writing, recognizing when information may be misunderstood and taking steps to clarify.
10. Ability to establish and maintain effective working relationships with contractors, consultants, funders, community partners, and Agency employees.
11. Ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with discretion.
12. Ability to manage multiple priorities simultaneously, adapt to changing conditions, and perform effectively under deadline pressure.
13. Ability to deal effectively with situations requiring tact and diplomacy.
Supervision Controls
The employee receives instructions from the Director of Construction and Real Estate Development. Courses of action, deadlines and priorities are established by policy, procedure, rules, or regulations, depending upon the assignment. Routine duties are initiated by the employee without direct supervision. The employee has no supervisory duties.
Guidelines
Guidelines include established federal regulations, policies and procedures, traditional practices, reference materials such as dictionaries, desk manuals, handbooks, and the Internet. If guidelines do not cover a situation, the employee consults the supervisor. Sound judgment, consistency and accuracy are needed to successfully perform duties.
Complexity
The employee performs a variety of related tasks spanning project coordination, compliance support, and administrative functions. The course of action is determined by the supervisor and by established procedures. The employee is expected to coordinate, integrate, and prioritize multiple assignments and exercise sound judgment in balancing competing demands. Some tasks require independent analysis and problem-solving within established parameters.
Scope and Effect
The employee's contacts include Agency staff, contractors, architects, engineers, consultants, funding agencies, regulatory bodies, and community partners. Such contacts require the ability to establish and maintain effective long-term professional relationships. The purpose of these contacts is to obtain or provide information; plan, coordinate, and advise on project activities; and resolve matters related to construction and real estate development projects. At times, persons contacted may have differing viewpoints or competing priorities.
Personal Contacts
The employee has contact with co-workers, tenants, contractors, vendors, partners and other housing agencies for the purpose of giving or exchanging information, resolving problems and negotiating.
Physical Requirements
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Must be able to sit and/or stand for up to eight (8) hours at a time while performing work duties.
2. Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
3. Must be able to bend, stoop, push, and pull in the performance of office-related duties.
4. Must be able to use fingers bilaterally and unilaterally to operate office equipment.
5. Must have vision and hearing corrected to be able to perform essential job functions.
6. Must be able to perform essential job functions in an environment that will sometimes include increased levels of work-related stress.
7. Must maintain a professional appearance and portray a positive image for the Agency.
8. Must be able to maintain punctuality and attendance as scheduled.
9. An employee may request reasonable accommodation to mitigate any of the physical requirements listed above.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work involves the normal risks or discomfort associated with an office environment and is usually in an area that is adequately cooled, heated, lighted and ventilated.
Other Requirements
- Must possess a valid driver’s license and maintain a good driving record.
- Must be available for occasional overnight travel for training.
- Must pass employment drug screening.
- Must pass criminal background check.
- Must work with the highest degree of confidentiality.
Read and Acknowledge
The Housing Authority of Champaign County is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time. The qualifications listed above are guidelines, other combinations of education and experience that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Executive Director.
Employment with the Housing Authority of Champaign County is on an “at-will” basis. Nothing in this document is intended to create an employment contract, implied or otherwise, and does not constitute a promise of continued employment.
Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.
Pay: $41,600.00 - $45,760.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
