Project Administrator - CORE

Houston Food Bank; Houston (TX); On-site; USD 55,000 - 68,750; Full time

Job summary

Houston Food Bank is seeking a Project Administrator – CORE to manage project timelines and internal deliverables for CORE initiatives. You will collaborate with all departments and stakeholders, ensuring deadlines are met and risks are mitigated.

The role requires strong communication, meticulous planning, and the ability to work with diverse teams, vendors, and executives. Travel and occasional meetings outside standard hours may be required.

Qualifications

• Bachelor’s degree in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience.
• 5 years of experience coordinating large‑scale/multi‑faceted projects.
• Proven track record of leading through influence at all organizational levels.
• Solid understanding of business process principles.
• 3–5 years of direct senior‑level administrative support experience or extensive exposure to C‑Suite protocols and executive meeting etiquette, including capturing meeting minutes.
• Working knowledge of HFB strongly preferred.

Responsibilities

• Coordinates and documents cross‑functional internal projects related to the CORE facility and transition, including operational workflows, move planning, equipment readiness, staffing impacts, and process continuity.
• Creates and maintains detailed project plans, timelines, trackers, status updates, and risk logs to monitor progress and ensure accountability across departments.
• Partners with department leaders to identify operational inter/intra dependencies, potential disruptions, and transition risks, and proactively develop mitigation strategies.
• Coordinates and facilitates regular readiness meetings with internal stakeholders to review progress, remove barriers, clarify responsibilities, and escalate issues as needed. These meetings may include external project team members.
• Tracks project deliverables and ensures that assigned tasks are completed on time and in alignment with broader organizational priorities, transition goals, and timelines.
• Develops communication tools and reporting materials to keep leadership informed of transition progress, decision points, risks, and resource needs.
• Prepares presentations and reports for the Building Committee and Board of Directors at the direction of the COO.
• Attends and/or hosts relevant meetings, documents, and follows up on key takeaways, adheres to deadlines, and participates as a vital member to collectively advance project objectives.

Education

Bachelor’s degree in Business Management, Communications, or closely related field

Project management experience

Proven influence at all organizational levels

Understanding of business processes

Senior-level administrative support experience or exposure to C‑Suite etiquette

Working knowledge of HFB

Strong Microsoft Office and Google Sheets skills

Ability to learn new software systems

Tools

Microsoft Office Suite

Google Sheets

Docusign

Job description

Position Summary

The Project Administrator – CORE is responsible for managing project timelines and internal deliverables related to the CORE by Houston Food Bank (CORE). The Project Administrator role collaborates with all departments and task owners throughout Houston Food Bank (HFB). This role may need to attend meetings outside of traditional work hours.

Core Values

Adhere to PACT values: Purpose – using our strengths passionately to contribute to our mission; Accountability – choosing to rise above one’s circumstances and demonstrating ownership to achieve results; See It, Own It, Solve It, Do It; Courage – standing up for what’s right and acting; Transparency – doing things openly and honestly.

Essential Job Functions

• Coordinates and documents cross‑functional internal projects related to the CORE facility and transition, including operational workflows, move planning, equipment readiness, staffing impacts, and process continuity.
• Creates and maintains detailed project plans, timelines, trackers, status updates, and risk logs to monitor progress and ensure accountability across departments.
• Partners with department leaders to identify operational inter/intra dependencies, potential disruptions, and transition risks, and proactively develop mitigation strategies.
• Coordinates and facilitates regular readiness meetings with internal stakeholders to review progress, remove barriers, clarify responsibilities, and escalate issues as needed. These meetings may include external project team members.
• Tracks project deliverables and ensures that assigned tasks are completed on time and in alignment with broader organizational priorities, transition goals, and timelines.
• Develops communication tools and reporting materials to keep leadership informed of transition progress, decision points, risks, and resource needs.
• Prepares presentations and reports for the Building Committee and Board of Directors at the direction of the COO.
• Attends and/or hosts relevant meetings, documents, and follows up on key takeaways, adheres to deadlines, and participates as a vital member to collectively advance project objectives.

Supervisory Responsibilities

This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. The role carries out responsibilities following the organization’s policies and applicable laws, including planning, assigning, directing work, resolving problems, sponsoring projects, and supporting project teams sponsored by other management team members.

Requirements

Education and Experience

• Bachelor’s degree from an accredited four‑year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience.
• 5 years of experience coordinating large‑scale/multi‑faceted projects.
• Proven track record of leading through influence at all organizational levels.
• Solid understanding of business process principles.
• 3–5 years of direct senior‑level administrative support experience or extensive exposure to C‑Suite protocols and executive meeting etiquette, including capturing meeting minutes.
• Working knowledge of HFB strongly preferred.

Certificates, Licenses, and Registrations

• Must have reliable transportation, a valid driver’s license, and insurance.
• Project Manager Professional (PMP) Certification preferred.

Special Knowledge, Skills, and Abilities

• Proficient in Microsoft Office Suite, Google Sheets, and Docusign.
• Working knowledge of Artificial Intelligence (AI) platforms and programs.
• Proactive, meticulous attention to detail, strong judgment, and forward‑thinking.
• Ability to work effectively with tact and diplomacy.
• Ability to manage multiple projects simultaneously on a variable schedule.
• Prior experience managing sensitive or confidential information.
• Active listening skills – giving full attention, asking questions, and not interrupting at inappropriate times.
• Ability to work with diverse populations and the general public.
• Excellent written and verbal communication skills in English, capable of interacting at all levels within the company.
• Ability to learn new software systems.
• Strong customer service skills and willingness to assist others.
• Strong organizational skills, including multitasking, prioritizing, and thriving in a fast‑paced environment.
• Demonstrated ability to work independently and collaborate with cross‑functional teams and senior‑level leadership.
• Strong analytical and problem‑solving skills.
• High attention to integrity, ethics, and sensitivity, particularly regarding confidential information.

Physical Requirements

The employee must routinely analyze data, communicate, remain standing or in a stationary position for significant portions of the workday, and perform repetitive computer tasks. Regular movement around the office and facility, use of hands, wrists, and fingers to type and write, and lifting up to 25 pounds are required. The employee must be able to hear safety alerts and navigate uneven terrain, using personal protective equipment as required. Frequent commuting to different locations is expected.

Work Environment

The work environment is largely office‑based but includes exposure to construction sites, dusty, unventilated spaces, wet or humid conditions, strong food‑related smells, and variable outside weather. Noise levels are typically quiet but may occasionally reach loud levels such as horns or fans.

Travel Required

Travel is required up to 25% of the time within the greater Houston area, especially for operational and event support.

Legal Eligibility

• Is legally able to work in the United States.

Salary Description

Starting Pay: $55,000 – $68,750