Administrative Coordinator - Project Development

Duties: The Administrative Coordinator supports the planning, coordination, and execution of capital improvement and development projects within the Project Development Department. This position plays a critical role in ensuring projects are delivered on time, within budget, and in compliance with all applicable local, state, and federal regulations. The role requires strong organizational, financial, and communication skills to manage multiple projects simultaneously, assist in budget development and monitoring, and coordinate with internal staff, consultants, contractors, and external stakeholders. Project Coordination & Administration: Develop, maintain, and track project schedules, milestones, and deliverables. Coordinate project activities between internal departments, consultants, contractors, and vendors. Serve as a central point of contact to ensure effective communication among all project stakeholders. Prepare, organize, and maintain project documentation including contracts, reports, meeting minutes, and correspondence. Maintain complete and accurate construction and project files throughout the lifecycle of each project. Procurement & Contract Management: Establish bid schedules and assist with preparation of bid documents, plans, and specifications for distribution. Coordinate pre-bid, pre-construction, and progress meetings; track attendance and communicate requirements. Prepare Professional Services Agreements and City Council agenda items for timely submission and execution. Ensure compliance with all procurement regulations, including local, state, and federal requirements (including 2 CFR Part 200). Oversee contract administration processes, including document execution and compliance tracking. Compliance & Regulatory Oversight: Ensure compliance with applicable regulations including HUD requirements, Section 3, and Davis-Bacon wage standards. Maintain and update contractor pre-qualifications, consultant contracts, and required compliance documentation. Support internal audits and external reviews by compiling documentation and responding to inquiries. Monitor adherence to grant and contract requirements and report any discrepancies. Financial & Budget Support: Assist in the development and management of departmental operating and project budgets. Analyze financial and operational data to identify trends and recommend budget adjustments. Coordinate with the Budget Department to ensure alignment of funding and project needs. Review and process invoices and progress payments for consultants, vendors, and contractors, ensuring accuracy and budget compliance. Monitor project expenditures and track account balances. Administrative & Operational Support: Schedule and coordinate travel, training, and related expenses for approval. Track and renew professional licenses and associated costs. Prepare informational materials, reports, and presentations for City Council, public meetings, and stakeholder engagements. Support department operations by assisting with special projects and assignments as directed. Must have and maintain, without interruption, required certifications and licenses. Works assigned schedule and complies with the City's timekeeping and attendance policies. Performs other related duties as assigned.

Qualifications: High School Diploma or GED. Three (3) to five (5) years of experience in project coordination, construction management, public works, or a related field. Experience supporting capital improvement or large-scale construction projects. Valid Texas Driver's License with a good driving record. PREFERRED: Associate's Degree in Construction Management, Public Administration, Business Administration, or a related field. Experience working in a municipal or public sector environment. Familiarity with grant-funded projects and regulatory compliance requirements.

The City of Pasadena offers very generous benefits to all full-time employees. For example:

• Employee-only medical insurance starts as low as $15 per month and the most expensive Employee & Family plan is less than $350 per month.
• The City has its own medical clinic staffed with a M.D. and two medical assistants. Employees and their covered dependents over the age of 5 can visit the clinic FREE OF CHARGE.
• Employees and their covered dependents also have access to Virtual Visits with a medical professional FREE OF CHARGE.
• The City offers college tuition reimbursement of up to $3,500 per year.
• As an employee, you will contribute a portion of your salary each pay-period towards your retirement and the City will match your contribution by 200%. Example, if you contribute $100, the City will contribute $200.
• Civilian employees accumulate vacation at the following rates:
  • Less than 6 years of service - two weeks of vacation per year.
  • From 6 to less than 11 years of service - three weeks of vacation per year.
  • From 11 to less than 21 years of service – four weeks of vacation per year.
  • From 21 to less than 26 years of service – five weeks of vacation per year.
  • From 26 years of service and up – six weeks of vacation per year.

Salary : $3,500