Procurement & Project Coordinator

Reports To: CEO
Department/Division: Public Housing
FLSA Status: Non-Exempt
Employment Status: Full-Time
Date: August 21, 2026

Position Summary

Responsible for developing and monitoring all modernization and new development activities in the interest of the Agency. Responsible for contract and project management and ensures compliance with contract documents and specifications and overseeing the Community Development, Procurement and Safety programs to be in compliance with OSHA regulations and other Federal, State, and Local Regulations. Within these functional areas this position is responsible for performance that positively contributes to the Agency receiving satisfactory ratings in HUD Agency performance evaluation systems, such as Public Housing Assessment System (PHAS), Section 8 Management Assessment Program (SEMAP), or other future HUD evaluation systems. The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position.

Responsibilities

The duties listed below illustrate the various types of work that may be performed. The omission of specific statements regarding duties does not exclude them from the position if the work is similar, related, or a logical assignment in association with this position. Undertakes and performs the following and all other work-related duties as assigned.

1. Oversees the maintenance of accurate project files, the application of the Davis-Bacon Wage Rate regulations and other relevant wage requirements, and the preparation of project-related budgets, while ensuring compliance with federal, state, and local residential building requirements.
2. Performs research to identify resources and collects required data for the application of funds. Administers programs such as Mixed Finance, Low Income Housing Tax Credits (LIHTC), Community Development Block Grant (CDBG), Capital Fund Program (CFP) and other sources.
3. Prepares bid packages to include Request for Proposals (RFP)'s, Request of Quotes (RFQ)'s and Information for Bids (IFB)'s as appropriate.
4. Develops the Request for Proposal and Qualifications (RFP/Q)'s stipulating Scope of Work, Requirements, and Evaluation Criteria for architects and/or engineering firms (re: construction, mechanical, electrical, security, and life safety systems, etc.) and serves on the interview committees for consultant evaluations, ranking, and selection.
5. Conducts pre-bid, bid openings, and pre-construction meetings. Prepares bid analysis and contract award recommendations. Prepares contract for firms to whom the contract is awarded in accordance with Agency Procurement procedures.
6. Ensures that all bid/quote documents include current information and requirements for Minority Business Enterprise (MBE) and Section 3 as needed and ensures compliance with all Federal, State and Local regulations.
7. Corresponds with architects, engineers, and consultants during the preparation of assessment reports, schematic designs, design development, and construction bidding documents to ensure achievement of Agency project objectives and document accuracy and completeness. Reviews reports, studies and bid documents to ensure conformity to Agency criteria and HUD requirements as appropriate.
8. Corresponds with architects/engineers/consultants and capital improvements staff for compliance with contract requirements. Responsible for monitoring work performed, quality assurance, quality control, project tracking, and notification of contractors in writing of construction deficiencies. Negotiates claims and disputes.
9. Reviews pay requests, invoices and change orders.
10. Reviews invoices for accuracy & apply correct accounting codes for payment.
11. Reviews Certified Payrolls and Pay Applications and prepares Request for Payment to contractors.
12. Contacts vendors/contractors for needed services and prepares Purchase Orders.
13. Prepares project manuals for Capital Funds projects and Agency Special Projects.
14. Reviews Purchase Requisitions and the applicable policy, regulation, code, or law, and chooses the Method of Procurement (Small Purchase, Competitive Solicitation, Invitation for Bid (IFB), Request for Quotation (RFQ), Request for Proposal (RFP), Qualifications-Based Selection (QBS), and Sole Source).
15. Works in conjunction with the Director of Asset Management and the Purchasing Agent to plan and coordinate all purchasing functions to ensure acquisitions of proper equipment, materials, supplies, and services to meet project and Agency needs.
16. Create procurement activities for outside contract work, ensuring competitive bids are received and reviewed for adherence to budget, procedural, and technical requirements. Responsible for evaluating contract files for compliance with HUD regulations and preparing appropriate forms, letters, and documents accordingly.
17. Coordinates with Temporary Employment Agencies for temporary employment; prepares and submits weekly time sheets.
18. Prepares project manuals for Capital Funds projects and Agency Special Projects.
19. Prepares and sends Information for Bids (IFB) and Request for Proposals (RFP) packages to vendors, contractors, and newspapers/plan rooms.
20. Attends follow up of Pre-Bid Meetings and takes the minutes and administers comments and questions. Conducts due diligence and prepares contracts.
21. Provides reimbursement of Capital Fund expenditures and operations.
22. Prepares and revises Capital Funds budgets and tracks financial costs of projects.
23. Attends meetings (i.e. Department, Prebid, Bid Openings, Progress meetings) and prepares minutes.
24. Prepares correspondence to contractors/vendors.
25. Prepares monthly O&E reports, annual Section 3 reports and Semi-Annual Labor Reports etc.
26. Tracks expenses for Capital Improvements Department and Agency special projects.
27. Maintains the Agency Contract Register and Contract Log.
28. Ensures privacy and maintains security of confidential materials sent to the Capital Improvements Department. Maintains appropriate files/records for general correspondence, contract documents, agreements, legal documents, awards, financial reports, and general reports in an accurate and timely manner.
29. Tracks and controls construction schedules and associated costs to achieve completion of the projects within time and monies allocated.
30. Responsible for the preparation, presentation, implementation, and follow up of the improvement and upgrade activities necessary for keeping Agency properties/inventory physical integrity viable at all times.
31. Conducts site visits to all communities to ascertain conditions of physical structures and to detect deficiencies and troubleshoot solutions.
32. Coordinates and communicates Agency goals regarding MBE and Section 3 programs. Develops and maintains MBE and Section 3 database and reporting.
33. Responsible for maintaining departmental operating procedures for the Procurement, Safety, Construction Management and Contract Administration.
34. Qualifies and establishes a network of reliable general and sub-contractors. May conduct procurement fairs, introducing and facilitating communications among general contractors and other business concerns, and presenting Agency annual construction and procurement needs, Agency goals, objectives, and procedures.
35. Undertakes and performs other work-related duties as assigned including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or otherwise balance the workload.

Education and Experience

A Bachelor's degree in administration is required. Four (4) years of progressively responsible construction management experience (multi-story education and experience preferred) with proven ability to manage major developmental/capital improvement projects. A combination of experience and formal education may fulfill this requirement.

The following Certifications must be obtained within one (1) year of employment or other allowable period of hire as authorized by the Chief Executive Officer:

• Fair Housing
• Uniform Physical Condition Standards (UPCS)

Knowledge and Skills

1. Thorough knowledge of methods, practices, tools and materials used in major building trades, and of the assembly and maintenance of various type of heating, ventilation, air condition and refrigeration equipment.
2. Thorough knowledge of specification writing, bidding procedures, cost of labor and materials for construction.
3. Thorough knowledge of applicable Housing Agency operating policies, procedures, HUD regulations, and federal, state, and local housing construction, modernization, and rehabilitation ordinances.
4. Ability to prepare and analyze appropriate cost estimates for construction budgets.
5. Thorough knowledge of purchasing regulations as they relate to HUD, state law, and the Agency's procurement policies.
6. Working knowledge of Equal Employment Opportunity (EEO), American with Disabilities Act (ADA), and Section 3 requirements.
7. Knowledge of Occupational Safety and Health Administration (OSHA) safety standards related to construction work.
8. Ability to detect defects and faults in construction and to assess compliance with established standards.
9. Ability to read and interpret blueprints/shop drawings and HVAC system component operating and maintenance information.
10. Ability to interpret regulations and standards, grants, and contracts; for compliance with relevant requirements and Agency standards.
11. Thorough knowledge of the relationship of the Agency to other federal, state, and local jurisdictions and their abilities to provide funds or other support to the Agency.
12. Must be able to establish and maintain effective working relationships with subordinates, co-workers, residents, Agency Officials, HUD Officials, contractors and persons outside the Agency.
13. Ability to plan, direct, and supervise the work of others, to delegate responsibility and authority, and to hold subordinates accountable for tasks assigned.
14. Ability to present information in a clear, organized, and convincing manner.
15. Ability to accurately and completely document in writing appropriate events and activities.
16. Ability to read and comprehend complex material.
17. Ability to prepare clear and concise narrative and statistical reports and deal effectively with situations requiring tact and diplomacy, yet firmness.
18. Ability to operate appropriate Agency computer equipment and software packages.

Supervision Controls

The Project Coordinator receives instructions from the Chief Executive Officer. The employee initiates and follows through on routine activities without supervisory direction. Assignment, deadlines, priorities, and objectives are established by the Chief Executive Officer. Problems or situations not covered by instructions are either dealt with independently or in consultation with the supervisor. The employee's work is spot-checked for compliance with procedures and attainment of objectives. The employee has no supervisory duties.

Guidelines

Guidelines followed by the Project Coordinator include established policies and procedures, handbooks, traditional practices, published laws, regulations, and ordinances, and guidelines per HUD and the Department of Community Affairs. If guidelines do not cover a situation, the employee consults the Chief Executive Officer or makes a decision based on past experiences and circumstances.

Complexity

The Project Coordinator Improvements performs a wide variety of tasks in the overall performance of essential job functions. The employee must successfully work with architects, engineers, contractors, consultants, residents and regulatory bodies to meet deadlines during design and implementation stages, while staying within budget and ensuring design and technical specifications are met, quality product results, and compliance with applicable codes/regulations, The employee must coordinate costs, timing, funding availability, contracting requirements, and working relationships throughout the overall project/process. Professional judgment and thorough knowledge of all aspects of construction, modernization, and rehabilitation issues is required to successfully achieve Agency objectives.

Scope and Effect

The employee's work primarily impacts the Capital Improvements department, and, by exte4nsion, the Agency's housing programs and clients. Performing duties effectively efficiently, and in a professional manner can contribute to enhancing the Agency's image in the community and its ability to provide housing that is decent, safe, and sanitary.

Personal Contacts

The Project Coordinator has contact with a broad range of individuals including coworkers, business firms, attorneys, architects, engineers, consultants, contractors, residents, public officials, and the general public. Personal contacts serve multiple purposes including giving or gaining information, planning, coordinating, and advising motivating, influencing, directing persons or groups, and justifying, defending, negotiating, and making decisions.

In some instances, contacts may express differences of opinion and the employee is called upon to gain cooperation through discussion and persuasion.

Physical Requirements

1. Work is performed both in-office and on-site and involves physical exertion common to the construction, rehabilitation, and maintenance industries, such as periods of standing and walking on rough terrain.
2. Work sometimes involves moderate risks and discomfort common to architects, engineers, and contractors; and may require occasional use of personal protective equipment.
3. Must be able to sit and/or stand for up to eight hours at a time while preforming work duties.
4. Must be able to bend, stoop, push, and pull in the performance of office-related duties.
5. Must be able to use fingers bilaterally and unilaterally to operate job-related equipment.
6. Must have vision and hearing corrected to be able to perform essential job functions.
7. Must maintain punctuality and attendance as scheduled.
8. An employee may request a reasonable accommodation to mitigate any of the physical requirements listed above.

Work Environment

The employee works indoors and outdoors and is exposed to weather extremes. The employee may occasionally be subjected to electrical shock hazards, dangerous heights, dangerous chemicals, fumes, dusts, gases, and skin irritants. The employee may be required to use hard hats, goggles, gloves, masks, lumbar support belts, safety boots, and other personal protective equipment.

Other Requirements

1. Must possess a State of North Carolina driver's license and regularly participate in continuous improvement and education. Must maintain a good driving record.
2. Must be available for occasional overnight travel for training.
3. Must pass employment drug screening and criminal background check.
4. Must work with the highest degree of confidentiality.

Equal Opportunity Employer

The Housing Authority of The City of Goldsboro is an Equal Opportunity Employer. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed. The duties herein are representative of the essential functions of this job. This job description reflects management's assignment of functions; however, it does not prescribe or restrict tasks that may be assigned. Nothing in this document restricts management's right to assign or reassign duties and responsibilities at any time.

The qualifications listed above are guidelines, other combinations of education and experience that that could provide the necessary knowledge, skills, and abilities to perform the job may be considered at the discretion of the Chief Executive Officer.

Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.