Small Projects Coordinator - Property
Bay Cove Human Services, Inc.

Position title: Small Project Specialist

Department: Property

Reports to: Property Director / Project Engineer

Job Summary:

Our Mission is to provide high-quality services to children and adults who face the life-long challenges of mental illness, drug and alcohol dependency, and developmental disabilities.

Your position as Small Project Specialist supports this mission as a member of the Property Department management team. The Property Department is tasked to maintain Bay Cove properties at an optimal level of quality, safety and comfort while developing new program sites in step with agency growth.

This is a Non-Exempt position.

Requirements for the Position:

Professional Characteristics:

• Demonstrated ability to work effectively and collaboratively with a culturally diverse staff.
  
• Demonstrated supervisory and management experience, preferably in a property management / development setting.
  
• Demonstrated design, and estimating experience, preferably in a property management / development setting.
  
• Ability to work collaboratively as a member of multidisciplinary and cross functional teams.
  
• Ability to work as an effective change agent.
  
• Professional documentation and communication skills, as well as demonstrated organizational skills.
  
• Ability to negotiate and resolve differences.
  
• Ability to function under pressure in a fast-paced and challenging human service and property management / development environment.
  
• Ability to be flexible, open and responsive to ongoing industry changes.
  
• Ability to identify opportunities and obstacles and develop effective, creative solutions to pursue opportunities.
  

Personal Characteristics:

• Ability to go up and down stairs to multiple floors to perform property inspections or observe performance of contractors.
  

Other Qualifications:

• Current driver's license.
  
• An acceptable CORI (criminal record assessment).
  
• BA/BS in related field and/or one year previous work experience, preferably in a property management / development setting.
  
• Strong organizational, typing, interpersonal and verbal / written communication skills.
  
• Demonstrated proficiency in Auto Cad and / or manual drafting.
  
• Demonstrated proficiency in MS Word and Excel.
  

Essential Functions of Position:
Project Management

• Provides oversight and supervision of all small projects to be completed by external vendors in order to ensure timely follow through and optimal quality of workmanship. Ensures compliance with all relevant funding source licensing regulations and compliance with all Federal, State, local code / zoning requirements.
  

• Provides written scope of work in order to obtain estimates small projects.
  
• Ensures appropriate and adequate communications with all small project stakeholders pertaining to work schedules, costs, progress, change orders, materials selection, quality control, and small project evaluations.
  
• Prepares small project schedules (?). When utilizing in house staff, this will be done in concert with Facilities Manager.
  
• Maintains a master small project schedule for each fiscal year with feasible dates of start and completion dates to ensure projects are completed on a timely basis through out the fiscal year.
  

• Provides reports on the status of small project milestones and adjusts schedules accordingly.
  

• Controls expenditures within limitations of the small project budget.
  
• Minimizes impact when small project must be completed while space is occupied.
  
• Ensures the observance of all Bay Cove procurement procedures.
  
• Develops and maintains relationships with vendors to ensure adequate pool to meet agency construction needs.
  
• Prepares small project related reports.
  
• Maintains organized filing system for small project related records.
  
• Ensures appropriate payment of vendors per contract.
  
• Ensures 'best buy' on project capital equipment purchases, materials and services.
  
• Manages "call backs" following small project completion.
  

Design / Drafting / Estimating

• Designs renovations, improvements and new sites, incorporating factors related to; end user program requirements; budget; durability; minimizing ongoing maintenance and other building operating costs; compliance with relevant funding source licensing regulations and; compliance with all Federal, State, local code / zoning requirements.
  
• Help executes working blue prints and as built drawings and floor plans with Project Engineer.
  

• Helps develops and maintains relationships with Architects and Certified Engineers to meet agency construction design needs for all small projects
  

Safety

• Ensure contractors and in house staff consistently utilizes proper safety procedures as per OSHA standards and agency policies.
  
• Work collaboratively with other departmental staff to develop, enhance and implement safety procedures and systems.
  

HVAC Systems

• Help assist Facility Managers bid out and secure preventative maintenance contracts for HVAC systems.
  
• Help assist Facility Managers monitor performance of vendors under contract for HVAC preventative maintenance. Ensure adequate follow through.
  
• Help assist Facility Managers ensure timely repair of HVAC systems.
  
• Help identify and take advantage of opportunities for energy savings as related to HVAC systems.
  

Other duties and responsibilities

• Perform other duties and small projects as assigned by the Property Director and Project Engineer
  

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