Volunteer & Construction Coordinator

Job Description

Job Description

Volunteer & Construction CoordinatorPosition Overview

Department: Volunteer Initiatives & Engagement
Classification: Full Time, Non-Exempt
Reports to: VP of Construction
FLSA Status: Non-Exempt

Purpose

Volunteers are the lifeblood of the Habitat for Humanity of Broward affiliate. Strategically, as we strive to triple our impact in the community, volunteers are an essential element to meeting our goals. Volunteers provide valuable work that helps reduce costs, act as community advocates for our work, and generate income both through individual giving and with corporate giving/team builds, all of which supports stronger communities and affordable homeownership.

Construction of new homes is the primary method by which Habitat for Humanity of Broward supports creating affordable homes in our area. We build safe, efficient and affordable homes at high quality and reasonable cost.

This position engages, coordinates, supports, retains, and expands Habitat for Humanity of Broward’s volunteer resources across all areas of the organization, including, but not limited to, Construction, ReStore, Office/Admin, and Professional Services volunteers. The mission is to ensure that our volunteers have meaningful experiences, are appreciated, and encouraged to continue engaging with our affiliate.

Key ResponsibilitiesA. Volunteer Coordination & Engagement Calendar & Scheduling Management

• Manage and update Habitat’s online and internal volunteer calendars with accuracy and timeliness
• Maintain individual online calendar showing 90-day rolling availability at all times
• Maintain internal team build calendar showing open availability per fiscal quarter
• Schedule team builds based on company needs, number of participants, and construction availability, ensuring builds are not over-booked
• Ensure 24-hour response time to active team build inquiries
• Provide 48-hour turnaround on registration emails

Volunteer Registration & Database Management

• Oversee registration and sign-in processes for all volunteers
• Maintain Charity Proud data entry including calendar set-ups, volunteer records, and statistics of volunteer numbers and hours served
• Provide proof of service documentation as needed
• Ensure all volunteer service agreements are properly executed and stored
• Send assignment/confirmation emails for all volunteers, including clear expectation setting
• Maintain Thursday Leader and Core volunteer emails (48-hour turnaround)

Data Tracking & Reporting

• Ensure all contact with volunteers are made touchpoints in Charityproud

Maintain up-to-date data tracking systems:

• New volunteer recruitment data sheet
• No-show data sheet
• No-pay volunteer team build list/waiting list
• Record of “bad” team builds for quality control

Volunteer dashboard - statistical reporting using PowerBI or similar tools

• Take photos and/or video of individual and group volunteers for upload to Facebook group and use by other departments

Strategic Volunteer Development

• Work with sponsors/groups to develop customized volunteer coordination plans
• Maintain and evaluate “regular” construction volunteer programs to retain volunteers and increase participation
• Develop and implement formal/informal volunteer appreciation programs
• Promote Habitat’s mission, goals, purpose and programming to help recruit volunteers, both on and off construction sites
• Contribute volunteer-related articles to organizational newsletter

Financial Coordination

• Ensure accurate invoicing and timely collections for team builds
• Forward all team build inquiries to Development Department within 24 hours for revenue tracking
• Track sponsorships and supplies related to team builds

Cross-Departmental Collaboration

• Meet with Development Department monthly to discuss volunteer initiatives globally
• Coordinate with ReStore, Office/Admin, and Professional Services for volunteer placement

B. Construction Support & Coordination Administrative Support

• Provide administrative support to VP of Construction
• Coordinate meetings, appointments, and travel arrangements for VP of Construction
• Prepare and distribute meeting agendas, take meeting minutes, and follow up on action items

Project Documentation & Communication

• Assist in the preparation and distribution of project documentation, including contracts, proposals, and permits
• Maintain accurate and up-to-date project files, records, and correspondence
• Assist in the preparation of project progress reports, status updates, and presentations
• Respond to inquiries from contractors, city/municipal offices and other parties in a timely and professional manner

Required Experience, Skills and AbilitiesCore Competencies

• Friendly and courteous with ability to connect with individuals and groups of diverse backgrounds
• Effective leadership and team building skills without positional authority
• Ability to prioritize, complete and delegate work with minimum supervision
• Excellent verbal and written communication skills specific to the audience
• Outstanding attention to detail and organizational skills
• Demonstrated ability to meet deadlines and production goals

Technical Skills

• Able to leverage the MS Office Suite of products (Word, Excel, PowerPoint, Outlook)
• Proficiency with volunteer management systems (Charity Proud or similar)
• Experience with data visualization tools (PowerBI preferred)
• Comfortable with social media platforms (Facebook) for volunteer engagement
• Ability to provide accurate reporting to key stakeholders

Preferred Experience

• Previous experience overseeing/managing volunteers or volunteer programs
• Background in nonprofit operations or community engagement
• Experience with construction coordination or project management
• Knowledge of CRM systems and database management

Physical Requirements & Working ConditionsWork Environment

• This position is split between an office, the ReStore and construction worksites
• Outside meetings and presentations are frequently required, including some evening and weekend meetings in locations and times when public transportation may not be available
• Ability to work outside in all weather conditions, including heat with limited shade

Physical Demands

• Able to lift 50 pounds and perform manual labor
• Capable of standing, bending, sitting, and walking on construction sites that may not have level ground
• Comfortable working in outdoor construction environments

Schedule

• Expected work hours are full time non-exempt, 40 hours weekly
• Standard schedule: Tuesday- Saturday
• Occasional evening meetings or events required