Job Description

Job Description

Job Description

Housing Coordinator A. Job Responsibilities
The Housing Coordinator is responsible for overseeing all housing-related needs, which include hotels and rental homes.  This role ensures efficient, cost-effective, and quality housing solutions by coordinating with external vendors, negotiating rates, resolving housing-related issues, and maintaining transparent communication across all internal departments.  The Housing Coordinator serves as the primary liaison between employees, housing providers and organizational leadership to support seamless workforce operations. B. Job Functions
Summary of Essential Duties and Responsibilities

1. 1. Excellent organizational skills
   2. Professional in all aspects of his/her behavior.
   3. Good Communication skills, both oral and written
   4. Ability to multitask and work in a fast-paced environment. 
   5. Must be self-motivated and work without direct supervision.
   6. Ability to organize and prioritize workload to meet deadlines.

C. Essential Duties and Responsibilities include the following. Other duties may be assigned .

1. Maintain housing spreadsheets including updating all crew changes at all project sites. Documenting all changes, notes on employee actions, rental house info (utilities, payments etc.).  Ensure that property and lease files are properly maintained and kept up to date in accordance with company's policy. Prepare and maintain tenant files/records/ correspondence and file notes.
2. Manage housing procurement, lease-management, and logistics — ensuring accommodations are furnished, close to job sites, safe, and provide necessary amenities (kitchen, laundry, internet, utilities).
3. Source and negotiate housing contracts with corporate housing providers, extended stay vendors, and other workforce housing firms to meet crew needs across multiple project sites.
4. Collect feedback from traveling employees on housing quality and address issues promptly; work to improve housing standards and employee satisfaction over time.
5. Work with local area hotels or rentals to know vacancies and communicate employee changes as needed.
6. Interact with employees, Project Managers, Project Admins on changes and communicate with appropriate departments.
7. Communicate with property management companies as needed, monitor maintenance requests.
8. Track and maintain hotel rates and rental home costs.
9. Coordinate, communicate and find vendors for rental home services – cleaning, lawn maintenance, etc., track their services and bill accordingly.
10. Assist with research at new proposed job site areas for different housing types offered, including hotels, home rentals and property management companies.
11. Negotiate hotel rates and lease details for rental homes.
12. Monitor housing loop for new hire additions

D. Competencies
To perform the job successfully, an individual should demonstrate the following competencies:

1. Lives out and promotes the Company's core values of Safety, Integrity, Communication, Excellence, and Determination
2. Customer Service – Manages difficult or emotional situations; Responds promptly to employee needs; Meets commitments.
3. Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
4. Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Able to operate with a sense of urgency when necessary and juggle multiple projects with competing deadlines.
5. Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions.
6. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
7. Communication - Excellent communication skills, including listening, asking clarifying questions when needed, writing, and superior attention to detail.

E. Education and Experience

1. High school diploma or equivalent required.
2. Minimum of 2 years of prior general office experience in a secretarial or administrative capacity preferred.
3. 2+ years’ experience in workforce, corporate, or crew housing management (or related vendor/lease management).
4. Expert level in using MS Office Suite (Outlook, Word, Excel, PowerPoint, Teams…).
5. Proficiency in written and spoken English. Spanish is a plus
6. Demonstrates strong communication skills in oral and written communications.
7. Demonstrates interpersonal sound judgment and decision-making skills in directing administrative tasks, using discretion when necessary, understanding the potential impact on the department.
8. Ability to work under high-pressure situations and maintain confidentiality
9. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion – often with deadline pressures

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