Construction Support Specialist

If you are organized, detail-oriented, and interested in supporting construction projects that help homeowners live in safer and healthier homes, we invite you to join our team as a Construction Support Specialist.

Position Summary

The Construction Support Specialist provides administrative and coordination support to the Construction team to help ensure projects remain organized, properly documented, and progressing efficiently from initiation through closeout.

This is a construction support position, not a project management or field leadership role. The Construction Support Specialist supports the team's day-to-day operational needs by maintaining project documentation, assisting with communication and follow-up, updating tracking systems, and helping address administrative or coordination gaps that could delay project progress.

The position works closely with Construction Coordinators and Construction Managers. Although primarily office-based, periodic job-site visits may be required for support, training, and exposure to construction processes.

Key Responsibilities

Project Documentation and File Management

• Maintain organized and complete project files from intake through project closeout.
• Ensure project documentation is accurate, current, and properly stored in the organization's internal systems.
• Prepare, organize, and distribute documents needed to support project progression.
• Identify missing or incomplete documentation and follow up with the appropriate individuals.
• Assist with project closeout documentation and record retention.

Project Tracking and Coordination Support

• Track project status, timelines, action items, and key milestones across active projects.
• Maintain accurate and timely information in internal tracking systems, spreadsheets, and reports.
• Support team visibility into project progress, outstanding items, and potential administrative delays.
• Assist Construction Coordinators and Managers with scheduling and coordination activities.
• Escalate unresolved documentation or coordination issues to the appropriate team member.

Communication and Follow-Up

• Assist with routine homeowner communication, including follow-ups, scheduling, and status updates.
• Support contractor communication related to scheduling, documentation, and project coordination.
• Follow up with internal staff, contractors, homeowners, and external partners to obtain missing information or updates.
• Maintain clear and professional records of relevant communications.
• Direct questions involving project scope, budgets, contractor performance, or construction decisions to the appropriate Construction Coordinator or Manager.

Permitting and Compliance Support

• Monitor permitting status and maintain related documentation.
• Assist with tracking contractor licenses, insurance certificates, and other required records.
• Support inspection scheduling and documentation as directed.
• Maintain compliance-related tracking records and identify missing or expired documentation.
• Help ensure required project and contractor records are complete and readily accessible.

Administrative and Operational Support

• Provide general administrative support to the Construction team.
• Assist with document preparation, data entry, file management, scheduling, and reporting.
• Support meetings by preparing materials, documenting action items, and following up as assigned.
• Help maintain workflow continuity by completing assigned operational tasks accurately and on time.
• Perform other related support duties consistent with the position.

Development and Field Exposure

• Participate in periodic site visits for observational learning and project support.
• Develop familiarity with permitting, inspections, construction terminology, and the project lifecycle.
• Build an understanding of construction workflows and coordination among homeowners, contractors, program staff, and other stakeholders.
• Participate in training and professional development opportunities related to the position.

Role Scope

The Construction Support Specialist is a support role and is distinct from the organization's Construction Coordinator and Construction Manager positions.

The Construction Support Specialist does not independently manage construction projects or exercise decision-making authority over project scope, contractors, schedules, change orders, or budgets. Questions or issues requiring construction judgment or approval must be referred to the appropriate Construction Coordinator, Construction Manager, or other authorized staff member.

Required Qualifications

• At least two years of administrative, coordination, project support, or operations support experience.
• Strong organizational and time-management skills.
• Strong attention to detail and commitment to maintaining accurate records.
• Ability to manage multiple assignments, deadlines, and priorities.
• Strong written and verbal communication skills.
• Ability to communicate professionally with homeowners, contractors, staff, and external partners.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook, or comparable systems.
• Ability to learn and consistently use internal databases, document-management systems, and project-tracking tools.
• Ability to work both independently and collaboratively within a team environment.

Preferred Qualifications

• Experience supporting construction, housing rehabilitation, affordable housing, community development, or nonprofit programs.
• Familiarity with permitting, inspections, or contractor documentation.
• Experience using a customer relationship management system, project-management platform, or similar tracking system.
• Familiarity with construction terminology and project documentation.

Working Conditions

This position is primarily office-based and requires regular computer use, telephone and electronic communication, and interaction with internal staff, homeowners, contractors, and community partners.

Periodic travel to project sites or other organizational locations may be required for support, meetings, training, or observational learning. The employee must be able to manage multiple priorities and adjust to changing operational needs in a fast-paced environment.

Compensation and Classification

This position is structured as a support role within the Construction team. Compensation will be determined in accordance with the organization's approved compensation structure, the candidate's qualifications and experience, and internal equity.