Project Manager - Logistics and Facilities

Description

POSITION SUMMARY

The Project Manager – Logistics and Facilities is responsible for supporting the Director of Logistics and Facilities Management in coordinating, tracking, and executing a broad range of projects related to facilities operations, campus logistics, infrastructure improvements, and capital projects. This role ensures that operational initiatives are delivered on time, within scope, and aligned with Haven for Hope’s mission of providing a safe and efficient campus for individuals and families experiencing homelessness.

ESSENTIAL DUTIES & RESPONSIBILITIES

Project Coordination & Execution

• Assist in planning, executing, and monitoring multiple facility and logistics-related projects.
• Track project timelines, deliverables, budgets, and resource allocation; proactively escalate issues as needed.
• Maintain detailed project documentation, reports, and status updates for internal and external stakeholders.
• Coordinate logistics for internal moves, space reassignments, and emergency preparedness projects.

Vendor & Contractor Support

• Support the development and coordination of Requests for Proposals (RFPs), bid reviews, and contract negotiations.
• Serve as a liaison with vendors and contractors to ensure deliverables meet specifications, timelines, and quality standards.

Data, Documentation & Compliance

• Compile and analyze project data, maintenance logs, fleet metrics, and inventory reports.
• Ensure documentation related to facilities operations, compliance inspections, and safety records is accurate and up to date.
• Assist with compliance reporting, especially relating to ADA, OSHA, and local building codes.

Facilities & Operational Support

• Collaborate with cross-functional teams including custodial, maintenance, security, and donation center teams.
• Monitor progress on preventive maintenance, capital improvements, and infrastructure upgrades.
• Conduct routine facility and logistics audits in coordination with the Director.

Communication & Reporting

• Prepare and distribute weekly status reports, project updates, and summaries for the Director, CAO, and other executive leaders.
• Coordinate meetings, agendas, and stakeholder communications related to major initiatives.
• Support preparation of Board materials as needed for capital and strategic updates.

Other Duties

• Perform additional tasks as assigned by the Director of Logistics and Facilities Management or Chief Administrative Officer or executive leadership to support the organization’s success.

Qualifications

EDUCATION & EXPERIENCE

Required:

• Bachelor’s degree in Project Management, Facilities Management, Logistics, Business Administration, or a related field.
• Minimum 3 years of experience in project coordination or operations, preferably in facilities, logistics, or a nonprofit/human services setting.
• Experience working with multi-use or 24/7 operational environments is highly desirable. Strong technical, regulatory, and operational background related to infrastructure and campus-wide systems.
• Must have a valid Texas Driver’s License and acceptable driving record

Preferred:

• Experience in nonprofit, shelter, or public service settings.
• Bilingual English/Spanish

     KNOWLEDGE, SKILLS, & ABILITIES

• Operational Systems Awareness: Understanding of key building systems including HVAC, plumbing, fire/life safety, electrical, and security infrastructure.
• Facilities Management Practices: Knowledge of preventive maintenance protocols, lifecycle planning, capital project scheduling, custodial operations, and space utilization strategies.
• Logistics & Inventory Control: Familiarity with warehouse operations, donation handling, supply chain coordination, inventory management software, and basic fleet oversight principles.
• Code and Policy Compliance: Working knowledge of relevant federal, state, and municipal regulations including OSHA, ADA, NFPA, and local health and safety codes.
• Disaster Readiness & Risk Mitigation: Awareness of emergency preparedness standards and continuity planning in service-based or residential environments.
• Procurement Policy Understanding: Knowledge of procurement processes, vendor screening, RFP development, and contract monitoring.
• Project Lifecycle Proficiency: Demonstrated ability to initiate, plan, execute, monitor, and close projects of varying complexity.
• Multitasking and Time Management: Capable of managing multiple competing priorities across timelines, with minimal oversight.
• Budget and Schedule Tracking: Experience monitoring project budgets, schedules, and resource allocations using spreadsheets or project management software.
• Vendor Coordination: Skilled in working with external contractors and service providers to ensure quality and timely delivery of services.
• Software Proficiency: Computerized Maintenance Management Systems (CMMS) or facility tracking tools. Microsoft Office (Excel, Word, PowerPoint, etc) Project management platforms such as Asana, Smartsheet, Monday.com, or MS Project.
• Documentation & Reporting: Strong attention to detail in maintaining logs, checklists, audit trails, and compliance records. Able to generate concise, data-driven reports for leadership review.
• Collaborative Communication: Strong interpersonal skills for building partnerships across departments, vendors, and community partners.
• Clear Documentation: Able to translate technical, compliance, or logistical information into accessible reports or summaries for executive audiences.
• Conflict Resolution & Diplomacy: Effective at navigating competing priorities or disagreements in high-stakes operational settings with professionalism.
• Proactive Problem-Solving: Strong critical thinking skills and ability to troubleshoot facility or logistical challenges independently.
• Team Coordination: Capable of leading cross-departmental project teams, delegating tasks, and keeping momentum on shared goals.
• Mission-Driven Work Ethic: Highly motivated to work in service-oriented environments and uphold Haven for Hope’s values of dignity, safety, and transformation.
• Flexible Scheduling: Willingness to work varied hours, including evenings, weekends, or on-call situations during emergencies.
• Campus Mobility: Must be able to walk the 22-acre campus regularly, climb ladders or stairs, and inspect indoor/outdoor environments.
• Physical Capability: Able to lift up to 50 lbs, handle basic tools for inspections, and navigate spaces such as rooftops, basements, and donation areas.

MANAGERIAL RESPONSIBILITIES

• No

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• On-call availability required for facility related projects.
• Exposure to varied weather conditions and active construction or maintenance zones.
• Work involves indoor/outdoor activity, inspections at elevation, and frequent campus-wide mobility.
• Must be available for a flexible schedule to meet operational and leadership demands.
• Must be comfortable in a fast-paced environment serving vulnerable populations.
• The noise level in the work environment is usually moderate but may occasionally be high.

BENEFITS

• Fully paid base employee medical coverage
• Fully paid short- and long-term disability coverage
• Fully paid base life insurance coverage
• Optional spouse, child, or family medical coverage
• Optional dental and vision coverage
• 403b Retirement Plan with 6% company match
• Up to 25 paid days off per year in the first year (PTO eligibility increases as tenure rises)
• 13 company holidays

Salary : $56,501 - $84,752