Project & Finance Administrator

The Project and Finance Administrator supports core business operations advancing housing solutions, with a focus on financial, contractual, risk, and compliance deliverables required to move projects forward.

This role supports project teams to ensure vendors, contractors, and partners comply with legal and contractual requirements. The Administrator tracks and coordinates project activities, manages schedules, reports, and files, and ensures deliverables are completed on time and within budget.

The successful candidate can break projects into tasks, create workflows, analyze risks, and provide legal documentation for the team. This individual demonstrates strong organizational skills, is proactive, connects thoughtfully with target audiences, and communicates clearly with various stakeholders while representing HomeAid Hawaii’s brand.

Duties and Responsibilities

Administrative Supports

Contract Management and Compliance

• Capture scope of work for each housing development

• Produce form contracts between HomeAid Hawaii and clients, contractors, and vendors

• Ensure contract compliance and reporting are executed in a timely manner

• Coordinate with Federal, State, and County governments to ensure regulatory requirements are prepared, complete, and aligned with development timelines and budgets

Risk Management

• Ensure HomeAid Hawaii meets risk mitigation requirements set by leadership and contract obligations

• Work closely with Insurance Agent and Legal Counsel

• Obtain and maintain Certificates of Insurance from contractors and vendors per project

• Produce and organize documentation, memos, reports, and meeting minutes as official project records

• Ensure all risk related filings are properly supported and managed

Project Management Administration

General Project Management Assistance

• Support project teams with new construction and rehabilitation transactions

• Maintain accurate and up to date project files

• Process, track, and follow up on documents and correspondence

• Conduct internal document reviews

• Manage departmental checklists

• Coordinate with internal staff and relevant consultants

• Coordinate design teams, plan submittals to municipalities and consultants, and obtain plan check clearances

• Assist with decision memos and board presentations

Site Due Diligence

• Support predevelopment desktop assessments of potential development sites

• Review preliminary title reports

• Evaluate infrastructure

• Estimate market values through comparable sales analysis

• Visit and photograph sites and adjacent areas

• Assess entitlement feasibility within local general plan and zoning designations

• Assist Community Relations and public outreach contractors to support approvals and neighborhood acceptance

Financial Management

• Process and allocate billings according to various contracts

• Work with accounting and philanthropic teams to validate budget reporting and ensure it reflects true project costs

Budget and Cashflow

• Support creation and management of project budgets and cashflows

• Gather and organize financial information

Draw Assistance

• Assist with preparation, maintenance, and submission of funding draws to financial institutions

• Coordinate with government and private sector funding partners throughout development phases

Value Engineering

• Identify and support collaborations with supply chain networks to reduce development costs

• Assist with negotiating costs and developing cost efficient agreements

• Capture deep discounts in HomeAid reporting systems

Program Development

• Support the nonprofit mission of building alternative housing and communities that are deeply affordable, cost efficient, sustainable, culturally rooted, and functional

• Support recruitment events for builders, suppliers, contractors, and trades statewide

• Develop industry relationships through engagement across projects

• Support development of HomeAid Hawaii’s Project Management practice, including standard operating procedures, staffing, annual budgets, and policies

Other Duties

• Perform other related duties as assigned to meet organizational needs

Minimum Qualifications

• Bachelor’s degree in Construction Management, Engineering, Planning, Architecture, Finance, Business, Real Estate Development, or related field

• Other educational backgrounds acceptable with appropriate work experience

• Two to three years of related experience in construction project administration, accounting, budget management, or estimation

• Strong organizational skills with ability to self start, multitask, manage technical details, and coordinate information across multiple systems

• Ability to prioritize and manage competing deadlines

• Skilled at building strong internal and external relationships

• Excellent written and oral communication skills

• Team player with flexibility, sound judgment, and independent decision making ability

• Ability to adapt processes in response to changing circumstances

• Proficiency in Microsoft Word, Excel, and PowerPoint

• Valid Hawaii Driver License and state mandated auto insurance

• Ability to pass background check

Preferred Qualifications

• Technical experience in affordable housing development including architecture, finance, planning, or construction

• Experience with QuickBooks or similar accounting software

• Experience with Smartsheet

• Experience with SharePoint or other web based data management tools

• Experience developing programs and coaching staff

Physical Requirements

• Ability to sit at a desk and use a computer for extended periods

• Occasional standing, walking, bending, reaching, and lifting up to 25 pounds

• Ability to operate standard office equipment

• Hand eye coordination and manual dexterity

• Visual acuity for reading printed and electronic documents

• Strong professional listening and speaking skills in person and electronically

• Willingness to travel occasionally throughout the State of Hawaii for site feasibility, planning, and construction management

Benefits

• 100 percent employer paid Medical, Dental, and Vision

• Thirteen paid State of Hawaii holidays

• Sixteen paid days per twelve months beginning first month of employment for vacation and sick leave

• 401(k) retirement plan with discretionary employer match up to 4 percent following probationary period

• Flexible healthcare spending plan

• Company cell phone

• Hybrid work schedule based on team needs

• Company paid professional development certifications