Housing Authority of Columbus, Georgia

HOUSING AUTHORITY OF COLUMBUS, GEORGIA

Position Description

Classification: Modernization Coordinator

Supervisor: Chief Real Estate Officer

Effective Date: January 1, 2012

Position Summary

Under the supervision of the Chief Real Estate Officer, the Modernization Coordinator facilitates the entire construction contract administration process by: proposing extra-ordinary maintenance or modernization work to be completed; working closely with the architect on plans and specifications; coordinating bidding procedures; making inspections of units being modernized; coordinating work to be performed with contractors and subcontractors; performing on-the-job employee interviews; verifying payrolls and insurance coverage of contractors and subcontractors; reviewing periodic estimates of payment; and assisting with the planning and relocation of residents. Responsibilities also include general supervision of the Modernization Inspectors with regard to work distribution, safety and compliance and enforcement of policies.

Major Duties and Responsibilities

1. Coordinates the preparation and issuance, subject to any required field office approval, of all maintenance contract documents such as construction and bid documents, contract awards, contract changes, and time extensions.

2. Oversees design and implementation of construction work schedules, providing the Chief Real Estate Officer and others with progress reports.

3. Facilitates appropriate relationships between architects and contractors during the construction phase of a project, providing options for Authority decisions where necessary.

4. Monitors and reviews all information received from architects and contractors for accuracy, timeliness, relevancy and thoroughness. Helps establish time frames, budget parameters, completion dates and other needed project parameters.

5. Assists architects and engineers with the preparation of drawings and specifications for bid packages.

6. Reviews drawings, specifications and scope of work in bid packages prior to pre-bid conferences.

7. Prepares pre-bid conference and provides information to prospective bidders.

8. Receives and reviews bids and prepares recommendations for the Chief Real Estate Officer and the Executive Director.

9. Coordinates the preparation of contracts, letters of intent, and notices to proceed.

Modernization Coordinator 1 10. Assists Occupancy Office with scheduling move-outs and move-ins to provide minimum vacancy time.

11. Prepares required HUD documents and records.

12. Communicates to architects and contractors all project and organizational requirements, e.g., insurance, liabilities, etc., and ensures that these requirements are mutually observed in all contractual relationships.

13. Monitors all construction progress for observance of contract requirements and timetable.

14. Inspects units vacated for contract work.

15. Conducts follow-up inspections with contractor on units to be modernized.

16. Coordinates changes to contract, materials, and field conditions with architect or engineer.

17. Oversees contract settlement documents, assuring appropriate warranty delivery.

18. Resolves disputes and claims or refers to the Chief Real Estate Officer for resolution.

19. Monitors and ensures that target dates are met.

20. Estimates percentage of work completed; reviews and verifies amounts of the contractors’ periodic payments.

21. Monitors the Capital Fund Program to ensure compliance with HUD regulations.

22. Monitors daily operations of staff by providing guidance related to adherence to policies and procedures for supervisory staff. Ensures appropriate distribution of workloads between crews, reviews candidates for internal promotions and external hires, administers departmental safety program and motivates staff to work safely.

23. Performs other related duties as required.

Required Knowledge and Abilities

1. Knowledge of the general operations and procedures of a Public Housing Agency (PHA).

2. Knowledge of the purposes, policies, and regulations of the Housing Authority as established by the Board of Commissioners.

3. Knowledge of all phases of housing construction, planning, and costing. Must be an effective contract and project manager.

4. Knowledge of building design and construction.

5. Knowledge of the objectives, programs, budgetary needs, and organizational structure of the Housing Authority.

Modernization Coordinator 2 6. Knowledge of the layout of Housing Authority facilities.

7. Knowledge of all applicable building codes and housing standards.

8. Knowledge of applicable HUD rules and regulations concerning modernization, procurement, and contract administration.

9. Knowledge of modern office equipment including copiers, personal computers, mainframe terminals, calculators, facsimile machines, etc.

10. Ability to understand, act on, and interpret policies, regulations, and procedures as set forth by the Housing Authority and/or HUD.

11. Ability to plan, organize, and develop a variety of operational and management programs and procedures.

12. Ability to orient other workers and to explain organizational policies, rules, regulations, and procedures.

13. Ability to evaluate performance of subordinates accurately, correct deficiencies, and to guide, replace, and assign personnel.

14. Ability to establish, monitor, and achieve objectives through skillful delegation of duties.

15. Ability to estimate building and repair cost and to prepare specifications for new purchases for equipment and supplies.

16. Ability to read plans, inspect grounds and dwellings, and evaluate quality of construction in accordance with prescribed specifications.

17. Ability to plan, organize, review, and administer construction contracts.

18. Ability to compile thorough and accurate reports concerning modernization events and progress.

19. Ability to effectively communicate both orally and in writing.

20. Ability to establish and maintain effective working relationships with co-workers, vendors, consultants, contractors, architects, residents, HUD, and local, state, and federal officials; ability to communicate with people from a broad range of socio-economic backgrounds.

21. Ability to work in less than ideal conditions, e.g. noise, high traffic areas, etc.

22. Protective equipment: hard hat, safety glasses, and ear protection.

Modernization Coordinator 3 Physical Requirements

1. Ability to physically walk and survey construction sites in order to conduct inspections.

2. Ability to work/inspect in wet, damp, hot, cold, high, or dusty places.

3. Ability to climb ladders up to 28 feet tall.

4. Ability to stoop and kneel in order to gain access to work areas.

5. Ability to work while standing for extended periods of time.

6. Ability to lift up to 30 pounds from floor to over head.

Minimum Education, Training and/or Experience

Graduation from an accredited four year college with major course work in architecture, engineering, construction, construction management, or related with at least six (6) years experience in building design, monitoring of architectural practices, construction, and financing or any equivalent combination of education, training and experience to meet the required knowledge and abilities.

Special Requirements

1. Possession of a valid driver's license.

2. Must be bondable.

Modernization Coordinator 4