Operations Project Manager

Job Description

Job Description

Operations Project Manager

Department:

Facilities Management

Date:

August 2026

Supervises:

No Staff

Supervisor:

Directors of Facilities Management

Job Description

Purpose:

To provide general assistance to the Department Director and Project Management Staff, along with the production, oversight and monitoring of internal and external reporting systems. Provides assistance with Capital Fund Program Grant applications/management, Monthly/Quarterly Management Reports, external reviews, audits, surveys, research studies and any additional reporting required by the department. Conducts trend analysis, as needed. Prepares contracts as needed for the department. Serves as liaison with other PHA departments, on Facilities Management operations and modernization planning.

Essential Tasks of the Position:

Provides general assistance to the Department Director and the Project Management Staff in the administration, production and oversight of internal/external reporting systems

• Works with Department Directors in establishing goals/objectives for the CFP and has primary responsibility for tracking, submitting and reporting on the CFP

• Prepares the Department’s Monthly Management Report, weekly UTA reports, updates the Capital Fund Programs Annual and Five-Year Action Plans and the CFP Annual Performance and Evaluation Reports

• Coordinates the preparation of funding applications for public and private grant programs, responds to and tracks all requests for CFP funding and works with Finance Department on monthly reconciliation reports

• Functions as member of a team in compiling and writing departmental and agency reports, schedules and statements

• Reviews the status of the CFP with Department Directors monthly

• Attends meetings on behalf of the department as requested

• Serves as departmental liaison to other PHA departments, concerning operations and modernization

• Maintains and analyzes operations records and prepared weekly, monthly, semi-annual, annual and “as required” reports and notices for the department

• Prepares tables, charts and graphs tracking operations as necessary

• Coordinates and monitors compliance with federal, state and local regulatory agencies (i.e., Department of Environmental Management, Environmental Protection Agency, Narragansett Bay Commission, etc.) as these regulations apply to maintenance operations

• Prepares bid packages, contract documents and specifications as directed, administer the bid process for the modernization and repair of PHA owned buildings and grounds

• Monitors projects for compliance with construction and local building codes, zoning ordinances, ensure projects remain on target, meet deadlines and stay on budget

• Assists the Senior Project Management team as requested.

• Performs operations analysis of Facilities Management functions

Maintains various departmental databases for the tracking of project information, budgets, goals, etc.

• Collects and inputs data on contracts, budgets and schedules using a personal computer for the department’s internal database

• Prepares management reports generated from the various databases

Secondary Tasks of the Position:

• Works on, researches and completes special projects, as assigned

PROVIDENCE HOUSING AUTHORITY

Position Description

• Performs research, makes surveys, conducts cost feasibility studies, evaluates data and information, compiles and prepares written and statistical reports

• Performs other duties and special projects assigned within job classification

Position Requirements and Qualifications:

Education Level

• Four-year degree from an accredited college or university emphasizing courses in management, public administration and planning or similar related studies, required

• Related Experience in accounting, budgeting, CFP experience may substitute for up to two (2) years of education at the ration of 3 years’ experience for 1 year of education.

Experience in Related Field

• Three to five-years’ in administrative planning, analysis, tracking, budget administration and automated spreadsheet reporting, required

• Three to five-years’ of experience in analysis of operations and a demonstrated ability to provide analysis and to write clear and concise reports, required

• Minimum three (3) years’ experience working in a public or private organization in administration, planning, and construction activity related to residential or multi-family housing or general construction is preferred

• Minimum two years’ experience in analysis, budget administration, bid and project administration required

• Proficient in the use of Microsoft software packages

• Strong documentation and technical writing skills

Knowledge, skills, abilities, licenses and certifications

• Working knowledge of planning concepts and principals

• Working knowledge of construction practices and techniques

• Advanced knowledge of Microsoft Word, Excel, required and the ability to rapidly learn to effectively use the Agency’s Public Housing Authority Software (PHA Web)

• Working knowledge of agency programs and federal policies relating to public housing administration

• Ability to prepare reports and undertake studies, research and analysis

• Ability to prepare and analyze budgets

• Ability to development monitoring and evaluation systems and to analyze data

• Ability to maintain confidentiality in all assignments

• Ability to work harmoniously with other agency personnel

• Ability to be flexible and perform work under time pressure

• Ability to train and give directions to other staff

• Working knowledge of the principals and practices of public administration

• Working knowledge of PHA policies, procedures and practices relating to public housing

• Ability to analyze operations and develop improvements in performance

• Ability to speak and write effectively and represent the PHA at meetings and conferences, ability to speak and write effectively and represent the PHA at meetings and conferences

• Working knowledge of construction project management, methods, practices and service contract administration.

• Working knowledge of various technical disciplines including electrical, mechanical structural and civil engineering, and Fire safety systems

• Working knowledge of the Life Safety Codes, local building codes, and zoning ordinances

• Ability to read and understand architectural plans, blueprints, specifications, shop drawings construction submittals

• Ability to prepare and monitor contracts and construction schedules, research technical areas of building developments, construction and land acquisition

PROVIDENCE HOUSING AUTHORITY

Position Description

• Ability to prepare financial reports, budgets and cost control statements; construction inspection reports and contract correspondence in a clear and concise manner

• Skill in the preparation of bid documents

• Ability to maintain confidentiality in all assignments

• Ability to work harmoniously with other agency personnel

• Rhode Island driver’s license (Class 1) unrestricted except for corrective lenses and automatic transmission

• Ability to relate to and interact with elderly and family residents in low and moderate income housing settings

•

Working Conditions:

Environmental Parameters

• Ability to work in an office environment

• Ability to work in public housing and construction environments in all weather conditions (hot, cold, humid, dry and wet)

• Ability to work in environment with conditions which may include fumes, odors, gases, chemicals and dust as well as decibels in the range of 30-65

• Ability to work in hazardous and adverse conditions, such as sleet, snow, dust and dirt, as well as cramped quarters and high places

Physical Demands

• Strength: Not applicable

• Type: sedentary work ability to perform managerial duties. Ability to lift, carry, push, pull or otherwise move an object. Work involves walking, standing and driving for brief periods of time

• Ability to climb, bend, stoop, and crawl to perform construction inspections.

Work Schedule:

• Ability to work 35 hours week

• Ability to occasionally maintain flexible hours or work overtime to complete essential tasks and special projects if directed

Equipment Used:

Ability to operate general office equipment

Aptitude Requirements:

Cognitive

Analytical:

• Ability to apply principles of logical thinking, to define problems

• Ability to collect data, establish facts and draw conclusions

• Ability to solve practical problems and deal with a variety of concrete variables; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form

Communication:

• Ability to compose original correspondence, follow rules and regulations and have increased contact with people

• Ability to interrelate with or advise residents, vendors and staff

• Ability to understand safety rules, warnings and instructions in the use and maintenance of properties and equipment

• Ability to log in data and draft summaries and correspondence

• Ability to complete reports with proper format, punctuation, spelling and grammar

PROVIDENCE HOUSING AUTHORITY

Position Description

• Ability to record and deliver information, to explain complex procedures to others, to follow and give verbal and written work orders

• Ability to answer inquiries from residents/vendors/public

• Ability to converse with officials, service providers, disgruntled residents and the general public

Mathematical:

o Ability to use practical application of system of real numbers, fractions, percentages and ratio.

o Ability to compile, compute and present mathematical information

o Ability to calculate variables, formulas and proportion variables.

Administrative Detail:

• Ability to complete forms; record and locate data accurately

• Ability to pay close attention to detail and accurately distinguish data

• Ability to innovate and create analysis

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

The requirements for this position are indicative of the physical and mental capacities needed to satisfactorily perform the duties for the position. Reasonable accommodations, as required by the Americans with Disabilities Act will be granted wherever possible

Approved By:

Kimberly Dawley

Director of Human Resources

Date:

August 2026