Project Coordinator

NW 7th Avenue CRA; Miami (FL); On-site; USD 52,000 - 78,000; Full time

Job summary

Northwest 7th Avenue CRA seeks a Project Coordinator to support grant programs, capital projects, and redevelopment activities. You will serve as the primary contact for applicants, assist with applications, and monitor projects through reimbursement and closeout while coordinating among partners and vendors.

You will develop work plans, track milestones, budgets, and risks; maintain records; and ensure compliance with agency policies. Strong communication and documentation skills are essential.

Qualifications

• Bachelor's degree in project management, construction management, business administration, urban planning, or a related field.
• Three years of progressively responsible experience coordinating grants, economic-development programs, projects, contracts, procurement, or governmental initiatives.
• An equivalent combination of education and experience.

Responsibilities

• Coordinate capital, infrastructure, commercial improvement, and other redevelopment projects from authorization through closeout.
• Develop and maintain project work plans, milestones, budgets, deliverables, risks, and dashboards.
• Maintain an inventory of contracts, invoices, reimbursements, warranties, and closeout documents.
• Coordinate routine communication among Agency staff, applicants, consultants, engineers, inspectors, contractors, vendors, and partners.
• Participate in meetings, site visits, inspections, and field-verification activities; document progress and actions.
• Monitor schedules, insurance, invoicing, and closeout obligations; escalate delays and risks.
• Support procurement by preparing scopes, cost information, and contract files.
• Review invoices and reimbursement packages for completeness against approved scopes and budgets.

Skills

Grant administration

Project coordination

Budget tracking

Procurement support

Documentation

Communication

Microsoft Word

Excel

ZoomGrants

Education

Bachelor's degree in related field

Tools

ZoomGrants

Job description

Position Summary

The Project Coordinator supports implementation of the Northwest 7th Avenue Corridor Community Redevelopment Agency's grant programs, capital projects, commercial improvement activities, contracts, and related operational initiatives. The position serves as a primary point of contact for grant applicants, assists businesses and property owners with applications and required documentation, coordinates application review and award administration, and monitors approved projects through reimbursement and closeout. The position also maintains project controls, coordinates communication among applicants, consultants, contractors, vendors, and government partners, and verifies documentation and field progress. The role strengthens the Agency's internal capacity while specialized consultants remain responsible for services requiring technical licensure or expert judgment.

Essential Duties and Responsibilities

Coordinate assigned capital, infrastructure, commercial improvement, facility, streetscape, mobility, beautification, and other redevelopment projects from authorization through closeout.

Develop and maintain project work plans, milestone schedules, action lists, budgets, commitments, deliverables, risks, decisions, and status dashboards.

Maintain a current inventory of projects, agreements, purchase orders, contracts, amendments, insurance documents, invoices, reimbursement requests, warranties, closeout documents, and other supporting records.

Coordinate routine communication among Agency staff, applicants, grantees, consultants, architects, engineers, inspectors, contractors, vendors, property owners, permitting agencies, utilities, and partner departments.

Participate in project meetings, site visits, inspections, and field-verification activities; document progress, issues, photographs, decisions, corrective actions, and next steps.

Monitor consultant and contractor schedules, deliverables, insurance requirements, invoicing, contract balances, renewal dates, amendments, and closeout obligations; promptly elevate delays, risks, scope concerns, and performance issues.

Support procurement activities by helping prepare scopes, schedules, cost information, solicitation and evaluation materials, vendor documentation, purchase requisitions, and contract-administration files in accordance with Agency policy.

Review invoices, pay applications, reimbursement packages, and supporting documentation for completeness and consistency with approved scopes, contracts, budgets, verified progress, and established procedures before routing for approval.

Serve as the Agency's coordinator and primary applicant contact for assigned grant and business-assistance programs, including façade and commercial improvement grants.

Explain program guidelines, eligibility standards, application procedures, required documents, match requirements, project milestones, reimbursement procedures, and compliance obligations to prospective and approved applicants.

Provide technical assistance to applicants completing grant applications without preparing private business documents or making approval commitments outside delegated authority.

Administer grant applications and applicant records through the Agency's designated online grant-management system, currently ZoomGrants, including application intake, completeness review, applicant communications, status updates, document tracking, reporting, reimbursement documentation, and grant closeout.

Receive and review applications for completeness; organize applicant files; document communications; coordinate deficiency notices; track deadlines; and route complete applications for programmatic, financial, legal, or technical review as required.

Assist with eligibility verification, property and business documentation, estimates and scopes of work, ownership or landlord approvals, required permits, insurance, contractor information, and other supporting materials required by adopted program guidelines.

Prepare application summaries, award recommendations, agreements, Board materials, notices, and other grant-administration documents for review and approval.

Monitor awarded grants from agreement execution through project completion, including permitting status, construction or installation progress, inspections, field documentation, applicant compliance, reimbursement requests, and closeout.

Plan and support grant workshops, application-assistance sessions, outreach activities, and follow-up communications that help eligible businesses and property owners participate in Agency programs.

Track project expenditures, encumbrances, cash-flow needs, funding sources, remaining balances, and schedule impacts in coordination with administrative and financial personnel.

Prepare project summaries, Board materials, presentations, maps, reports, schedules, performance data, and annual-report content.

Monitor operational service contracts and field initiatives, including transportation, maintenance, cleaning, and beautification services, when assigned.

Assist with property due diligence, site assessments, facility improvements, land-acquisition support, and redevelopment initiatives under the direction of the Executive Director and licensed professionals.

Maintain familiarity with the Agency's redevelopment plan, adopted budget, programs, policies, contracts, and geographic boundaries and apply them to assigned work.

Perform other related duties consistent with the position and Agency needs.

Knowledge Skills and Abilities

Knowledge of grant and program administration, applicant assistance, project coordination, scheduling, budget tracking, contract administration, procurement support, construction documentation, and records management.

Ability to organize several projects simultaneously, identify dependencies and risks, maintain reliable follow-up systems, and communicate issues before they affect cost, schedule, or service delivery.

Ability to interpret adopted program guidelines; explain requirements clearly; review applications and supporting documents for completeness; and maintain consistent, well-documented applicant communications.

Ability to read and compare scopes of work, proposals, estimates, agreements, schedules, invoices, reimbursement requests, inspection information, plans, and other grant and project documents appropriate to a coordinator role.

Strong written, verbal, interpersonal, and customer-service skills with the ability to work effectively with applicants, businesses, residents, vendors, contractors, consultants, and government partners.

Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, electronic document systems, and project-management or dashboard software.

Ability to use ZoomGrants or a comparable online grant-management system to receive, review, track, document, and report on grant applications and awarded projects.

Ability to work independently within established authority while recognizing matters requiring executive, legal, procurement, financial, engineering, architectural, or other professional review.

Minimum Qualifications

Bachelor's degree from an accredited institution in project management, construction management, business administration, public administration, urban planning, architecture, engineering, real estate, or a related field; and

Three years of progressively responsible experience coordinating grants, economic-development programs, projects, contracts, procurement, construction, real estate, or governmental initiatives; or

An equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Valid driver license and the ability to travel to project sites and meetings.

Preferred Qualifications

Experience with a governmental entity, community redevelopment agency, special district, capital-improvement program, construction program, or economic-development organization.

Experience administering façade, commercial rehabilitation, small-business, economic-development, housing, or other public grant programs, including applicant assistance and reimbursement review.

Experience using ZoomGrants or a comparable online grant-management platform.

Experience coordinating public procurement, consultant or contractor agreements, pay applications, permitting, inspections, or project closeout.

Project-management, construction, procurement, contract-management, planning, or economic-development training or certification.

Professional fluency in English and Haitian Creole or Spanish.

Physical and Working Conditions

The work is performed in both office and field environments. The employee regularly uses a computer, telephone, and standard office equipment and may visit active construction, commercial, infrastructure, or public-space project sites. Site work may involve outdoor weather, uneven surfaces, noise, dust, standing, walking, bending, and the use of required personal protective equipment. The position may require occasional evening or weekend meetings and lifting or moving items weighing up to 20 pounds. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Other Requirements

Employment is subject to verification of identity and authorization to work in the United States and any lawful pre-employment requirements established by the Agency.

The employee must comply with Agency policies, ethics requirements, public-records obligations, records-retention requirements, safety procedures, and applicable confidentiality standards.

This job description is intended to describe the position's principal responsibilities. It does not contain every duty that may be assigned, and duties may be modified to meet the Agency's operational needs.

Equal Employment Opportunity

The Northwest 7th Avenue Corridor Community Redevelopment Agency provides equal employment opportunities to qualified applicants and employees without unlawful discrimination. The Agency will provide reasonable accommodations as required by applicable law.