Project Administrator I - Hayward

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Job description

POSITION SUMMMARY
Provides technical and administrative support to the project development staff. This is an entry-level position geared toward individuals interested in a career in affordable housing development, and possessing skills enabling them to participate in a variety of development department activities.

Supervisor or project leader provides frequent input and direction to Project Administrator on all tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

With direct oversight from project leader:
Project Management

• Support preparing and review predevelopment draws for internal and external funding sources
• To the extent of one's abilities, review design sets for meeting the design program and Conditions of Approval
• Review Physical Needs Analysis and relocation plans, flagging potential issues
• Facilitate consultant's site visits and requests
• Draft construction contract and exhibits
• Support preparing and review bank draws for internal and external funding sources
• As requested, attend jobsite owner-architect-contract meetings and support information requests and action items as applicable
• For rehabs, as requested, assist with coordinating relocation schedules, rehab logistics, and fumigation / remediation schedules as applicable

Build Support & Obtain Approvals
Internal Stakeholders

• Attend internal project strategy meetings and take notes, including Milestone / Deep Dive and Watchlist meetings
• Track decisions made and decisions pending, and coordinate interdepartmentally on application materials

External Stakeholders

• As requested, attend local government and community meetings
• Document external meetings
• Lead mass mailing efforts
• Represent the Eden brand and mission

JV Partners, If Applicable

• Attend coordination meetings with JV partners and take notes
• Maintain documentation of meetings, agreements, and decisions
• Assist with draws and jointly managed funding sources

Planning Entitlements

• Assist with coordination among consultants to complete planning and building permit submittals
• Track Conditions of Approval

Eden (& Affiliates) Board(s)

• After Board approvals secured, file approvals in project folder; and have entity formation and financing documents in final form executed and file in project folder and perm docs
• For entity formations, work with accounting to ensure the LLC12 is filed

External Relations

• Support groundbreaking and opening events
• Maintain contact lists and records of interactions
• Document and maintain file on external relations
• Research external stakeholders

Financial & Programmatic Feasibility Analysis
Feasibility for tax credits, tax exempt bonds, and competitive financing applications

• Research threshold requirements and scoring competitive points
• Research comparable rents for market rate and income restricted properties
• Research internal operating expenses from like projects to assist with the preparation of an operating budget.

Programmatic feasibility analysis

• Track programmatic requirements such as supportive services and amenities
• Coordinate and track feedback from consultants and internal stakeholders on architectural and engineering strategies
• Track compliance with CEQA mitigations, entitlements, and building permit conditions of approval

Continuous improvement process

• Document inconsistencies or burdens with regulatory requirements
• Suggest internal process changes to improve efficiency at responding to funding opportunities and improving application quality control

Secure Sources of Financing
Feasibility for tax credits, tax exempt bonds, and competitive financing applications

• Track completion of application against checklists
• Assist in preparing narratives, compiling required attachments, and inputting data
• Track compliance with requirements in gap financing and voucher commitments

Capital Markets Private Financing

• Support the response to due diligence requests

Escrow and Draw Process

• Assist in and track loan closing process, including assistance with due diligence requests
• Gather invoices or other internal backup for the predevelopment draw and invoices to be paid through escrow
• Coordinate execution and notary of closing documents
• Set up d/b/a's and work with accounting to set up accounts and obtain wiring information
• Log construction dashboard, Potential Change Order (PCO) and Change Order (CO) signature process, and pay application signature process

Conversion and Placed in Service Process

• Assist in and track conversion process
• Assist in compliance and close-out documentation
• Coordinate execution and notary of loan documents
• Gather invoices to be paid through escrow
• Assist in and track any post-conversion requirements
• Assist in and track placed-in-service documentation process and gather third-party documentation, site photos, and update qualitative section of placed in service application
• Work with accounting to set up accounts and obtain wiring information
• Complete other tasks as assigned

Professional Development & Department Infrastructure

• Assist with brown bag trainings series
• Participate internal and external professional development and infrastructure-building opportunities
• Complete other tasks as assigned

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

• Demonstrated interest in affordable housing or community development through course work, employment, or extra-curricular activity

PREFERRED SKILLS and/or ABILITIES

• Knowledge of and sensitivity to the concerns and needs of lower income people
• Ability to update financial analysis and budgets

Effective oral and written communication, interpersonal and conflict-resolution skills
Effective public presentation skills
Excellent organizational, time management and problem-solving skills
Ability to work in project teams, and with a wide variety of individuals
Proficient in Word, Excel, Powerpoint, and Outlook
Ability to work under pressure and successfully meet deadlines
Commitment to the company's goals and philosophy

LANGUAGE SKILLS
Ability to effectively communicate verbally and in a range of written formats including emails and memos.

MATHEMATICAL SKILLS
Ability to work with mathematical concepts and tools such as budgets. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB DESCRIPTION REVISION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.

Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familiar status, national origin, or any other arbitrary basis.

MUST BE FULLY VACCINATED