Home Preservation Project Administrator

Job Description

Job Description

Come be part of the affordable, homeownership movement! Join us and make an impact on people's lives! Habitat for Humanity Greater San Francisco believes in the power of homeownership to create generational impact. To this end, we build homes for first-time homeowners and sustain homeownership by helping long-time homeowners retain their home as an asset for generations to come. 

HOME PRESERVATION PROJECT ADMINISTRATOR 

Salary Range $90,000- $100,000/Year DOE 

Your Impact 

The Home Preservation Project Administrator supports the Home Preservation team through project administration, document control, construction coordination, and compliance tracking. The position maintains accurate project information across Procore, Salesforce, department trackers, and shared files and provides the administrative follow-through needed to keep projects organized and moving. Working collaboratively with senior project management staff and receiving training and guidance as needed, the Project Administrator will develop the ability to prepare and administer contracts and change orders and support project cost and schedule control. This role reports directly to the Home Preservation Construction Manager.

Primary Responsibilities 

Project Administration and Document Control (40%) 

• Set up projects, contacts, and required project information in Procore, Salesforce, department trackers, and shared filing systems. 

• Maintain complete, accurate, and current electronic and physical project files; file contracts, proposals, reports, approvals, photos, testing documentation, and correspondence in the proper locations. 

• Update Salesforce and Procore throughout the project lifecycle so project status, milestones, activities, and documentation are current and consistent across systems. 

• Prepare, organize, and track NEPA and other environmental or grant-compliance packets; coordinate required documentation with internal teams, consultants, jurisdictions, and funding partners. 

• Schedule lead testing and other required project testing, inspections, walks, and meetings; confirm attendance, track results, and file clearance or completion documentation. 

• Maintain project and department calendars, schedules, logs, and trackers; follow up on overdue items and communicate upcoming deadlines to the appropriate team members. 

• Support subcontractors and vendor onboarding and maintain required administrative documentation. 

• Request and track subcontractor certificates of insurance and W-9s, complete the initial review against established requirements, and route the documents to the designated internal reviewer for final verification. 

• Support the solicitation and coordination of gift-in-kind donations for projects, as assigned. 

• Coordinate project closeout documentation, including completion records, financial closeout support, final filing, and timely issuance of homeowner warranty letters. 

Preconstruction and Contract Administration (40%) 

• Create draft scopes of work and requests for proposal at the direction of the Project Manager. 

• Prepare, manage, and distribute bid solicitations through Procore; coordinate proposal walks, confirm subcontractor participation, and follow up with vendors to obtain bids by established deadlines. 

• Assist with bid review and leveling, compile supporting documents, and communicate missing information or clarifications to the Project Manager. 

• Under the direction of senior project management staff, prepare, route, issue, and track contracts, subcontracts, change orders, exhibits, and related supporting documentation. 

• Create, review, and track project schedules and escalate potential schedule impacts. 

• Support procurement and delivery coordination for materials and supplies and follow up with vendors on availability, lead times, and outstanding commitments. 

• Coordinate communications among Project Managers, field staff, subcontractors, vendors, homeowners, consultants, jurisdictions, and other HGSF departments; document decisions and follow-up items. 

• Route project documents and requests to the appropriate team member and track responses, approvals, and outstanding follow-up items. 

Compliance and Reporting (15%) 

• Support grant compliance by maintaining required project documentation and identifying missing information for Project Manager review. 

• Track required approvals, environmental clearances, testing results, permit documentation, and other jurisdiction- or funder-specific conditions before work proceeds. 

• Maintain thorough and accurate records of project activities, progress, schedules, commitments, costs, and closeout status. 

• Prepare weekly and monthly project-status reports and tracker updates for the project team and leadership, including open items, risks, decisions needed, and upcoming deadlines. 

• Support compliance with company policies, contract requirements, industry standards, and applicable safety procedures. 

Other Duties as Assigned (5%) 

• Perform other duties as assigned in support of Home Preservation construction operations and organizational priorities. 

Minimum Qualifications 

• Bachelor's degree in Engineering, Construction Management, or a related field, or an equivalent combination of education, training, and relevant experience, with a minimum of 2 years of experience in construction, project coordination, or a related field. 

• Demonstrated ability to manage detailed administrative workflows, maintain organized records, and follow tasks through completion.