Construction Operations Specialist

Habitat for Humanity•Nashville, TN

About The Position

The Construction Operations Support Specialist for Habitat for Humanity of Greater Nashville (HFHGN) is responsible for providing project management support for activities performed within the HFHGN Construction Department. It is directly responsible for administrative, procurement, scheduling, and accounting/grant compliance duties. This position prepares bid documents in compliance with bid procedures, researching and specifying building materials, seeking and documenting approvals, confirming and logging receipt of orders and ensuring proper payment aligned with Finance and funding requirements. It is highly collaborative with the Grants and accounting departments. The position reports to the Construction Site Senior Manager

Requirements

High School diploma required; Bachelor’s degree preferred.
Experience with purchase order systems.
Minimum of 3 years’ experience working in the construction field.
Proven work experience as a Project Coordinator or Construction Assistant in a similar role in the construction industry.
1+ years working with construction project management tools (Procore, PlanGrid, etc.)
Exceptional skills in organization, diligence, and attention to detail.
Ability to communicate clearly.
Ability to work well with all levels of management and staff including government officials, vendors and subcontractors over multiple projects.
Excellent computer skills required, including data base management, Excel, Word, mail merge and Outlook.
Proven ability to learn and implement new software preferred.
Ability to work with people of different cultures strongly preferred.
TIME REQUIREMENTS: 40 hours per week. M-F, Seasonal over-time expected. Occasional work on Saturdays and Sundays during the Build Season. Satisfactory attendance is required.

Responsibilities

Procurement and Subcontractor bid process Will be responsible for all bids, bid processes, vendor documentation, following affiliates procurement process and ensuring continual compliance required by our auditors and federal grant funders.
Performing cost/sourcing and bid analysis to ensure qualified, competitive bid process develop list of bidders annually for HFHGN, to include Davidson, Dickson, Cheatham and Wilson Divisions, seeking required internal approvals
Perform yearly bid process and develop bid report to be submitted to the finance committee
Performs and manages all construction related procurement activities
Develop, coordinate, track and maintain purchase order log for all construction material purchases. Ensure compliance of agency purchasing procedures
Collaborative Compliance Coordinate with Finance Department, Construction Department, Grants Department, subcontractors and vendors to ensure timely submittal of documents for all construction related reimbursement grants
Working with Finance Department and Grants Department to maintain detailed materials and cost information on each house design.
Providing the Accounting Manager with accurate and current contact information, W-9s and certificates of insurance for subcontractors and vendors.
Work with Finance dept to ensure all audit compliance vendor documentation is in place.
Work in conjunction with finance dept to properly code and allocate products and services to appropriate job codes
Accurate and timely invoice coding and submission to Finance.
Manage HFHGN Gift in Kind program with HFHI and local vendors.
Schedule, order, track and expedite in-kind material donations to arrive on site in a timely manner
Construction Department Scheduling Management Manage and obtain all building permits needed for the vertical construction process
Work with Construction Operations Manager& Construction Senior Manager to develop and maintain build schedules and Project calendar.
Ensure that all files are up to date for each individual home being constructed (i.e. all building permits, street addresses, subcontracts, house designs, Energy Star Certifications, Certificates of Occupancy, etc.)
Manage all government permitting, Use and Occupancy letters or other paperwork required for all homes constructed and properly store in files
Maintain accurate Project calendar and ensure that all subcontractors, vendors, and construction staff are kept updated on changes.
Using the Project calendar and historical data, create and distribute orders to subcontractors and vendors.
Act as main contact for field staff, subcontractors and vendors on material orders and changes.
Coordinate with field staff to make changes and adjustments as needed throughout the build season including resolving any discrepancies.
Work collaboratively and build effective relationships with Construction staff and management, other agency department staff, subcontractors, vendors, government employees and volunteers.
Develop and maintain an architectural and engineering electronic filing procedure.
Ensure accurate inventory control for Construction warehouse materials.
Maintain checklists and project files to facilitate orderly filing and retention of all Construction documents.
Other duties as assigned.
Coordinates materials and subcontractor orders from bidding through receipt and payment.
Develop and maintain all construction department project schedules.
Purchase order system implementation and tracking.
Ability to respond to changing circumstances and priorities in a positive manner.
Position requires regular and reliable attendance.