ASP is hiring a East TN Disaster Recovery Logistics Coordinator

Organization: Appalachia Service Project

Job Title: East TN Disaster Recovery Logistics Coordinator

Location: Johnson City, TN

Salary Range: $39,000-$45,000

Application Instructions: Go to the website https://asphome.bamboohr.com/careers/63 to complete the application.  

About the Position

The Disaster Recovery Logistics Coordinator is part of ASP’s Ministries Department and is responsible for supporting and facilitating overall programmatic operations, as part of the disaster recovery program in the communities of east Tennessee impacted by Hurricane Helene.  The Disaster Recovery Logistics Coordinator reports to the East Tennessee Regional Director.

This is a full-time position based in east Tennessee. Irregular hours may be required. This role requires extensive travel between multiple construction sites, communities, and counties in east Tennessee, as well as other possible locations across ASP’s service area. 

Job Responsibilities

Overall

• Assist in managing and overseeing all field-, volunteer-, and construction-related activities for all construction, programmatic, and other operations. This is to include, but not be limited to:
• Maintain a thorough and complete knowledge and understanding of any executed contract for construction services, Memorandum of Understanding (or similar) for such things as volunteer housing and food/feeding, as well as subcontracts, contract drawings, specifications, grant performance criteria, and similar addenda.
• Abide by and ensure compliance with ASP’s quality standardsand governmental regulatory requirements.
• Help provide and facilitate program management over a large and diverse service area, primarily in the communities of east Tennessee (and assist in the development of program parameters based on the unique needs in each community).
• Ensure construction, logistical, and organizational priorities and initiatives of ASP’s disaster recovery program in east Tennessee are carried out.
• Serve as a positive role model for staff in the community, completion of tasks, and personal & professional growth.

Construction Management

• Assist in planning, maintaining, facilitating, and executing the overall schedule of construction projects and timelines.
• Assist in scheduling, facilitating, and securing any and all pre-construction certificates and requirements (surveys, site plans, elevation certificates, building plans, etc.).
• Ensure that all construction workcomplies with applicable codes.
• Ensure a safe working environment and practices on site.
• Ensure materials are ordered and delivered to worksites in a timely manner.
• Ensure proper inventory control of all tools, resources, equipment, and materials.
• Ensure and facilitate timely communication with suppliers, subcontractors, vendors, volunteers, and others, on timelines, deadlines, concerns, and material needs for each house.
• Ensure oversight, management, and scheduling of inspections on all projects.

Volunteer Management

• Work closely with the Volunteer Department and other ASP personnel to schedule, facilitate, and communicate with volunteers about available projects, skillsets, capacity, and any other prescient details, before, during, and after volunteer experiences.
• Complete and submit volunteer group information reports.
• Manage volunteers while on site teaching basic skills while ensuring quality, safety, and stewardship of volunteers and ASP resources.

Subcontractor Management

• Assist in ensuring coordination, management, and oversight of all subcontractors and their work.
• Assist in verifying that each subcontractor has completed contractual requirements as a condition precedent to beginning work at the jobsite. This may include a Certificate of Insurance, w9, a fully executed subcontract, a Schedule of Values, etc. 
• Assist in ensuring subcontractors are fully executing and complying with contracted scopes of work.
• Assist in ensuring verification of satisfactory completion of work by subcontractors before payment for work is released.

Budget Management

• Review weekly financial management reports for accuracy and budget adherence.
• Assist in budgeting, as needed.
• Assist in coding receipts and invoices.
• Ensure stewardship of resources including, but not limited to returning unused materials in a timely manner and keeping materials covered and secured on the worksites.

Case Management

• Ensure proper, respectful, and accurate communication with prospective and current clients.
• Assist and support the collection and maintenance of required paperwork, pictures, and records for all cases and projects.

Construction & Field Operations

• Assist in ensuring that ASP’s disaster recovery program is equipped and ready to continue expanding construction operations, receive and facilitate volunteers, and respond to local disaster incidents, as needed.
• Ensure continuous, effective, and timely communications with other staff, departments, and programs across all of ASP, to support and assist work happening in the field – potentially including, but not limited to: the Volunteer, Accounting, and Advancement Departments, Summer Management Team, and Fellows Leadership Team.
• Support the planning, preparations, and set up of local Summer Repair Program efforts, as needed.

Program Sustainability/Funder and Grant Compliance

• Assist in ensuring grant/funder performance expectations and reporting requirements are met.
• Build upon and expand current partnerships for volunteers, donors, grant funders, contractors, stakeholders, and community supporters.

Financial

• Review weekly, monthly, and recurring financial management reports for accuracy and budget adherence. 
• Ensure proper procurement procedures and maintain competitive bids for all activities.
• Assist in budgeting and creating annual program budget as needed.
• Code and submit construction invoices and receipts.
• Ensure all construction-related activities are fully resourced and remain within budget.
• Ensure financial accounting and reporting is accurately processed as needed for accounts payable, accounts receivable, and general financial tracking.

Staff Management

• Ensure that all staff, Fellows, and others are familiar with the tasks and projects they are responsible for managing and understand the importance and end-goal of each task/project.
• Train ASP staff, Fellows, volunteers, and others in quality construction processes, procedures, and oversight.
• Provide meaningful, constructive, and positive feedback to staff regularly.
  • Provide thorough written evaluations at least once a year on each direct report.
  • Provide in-person office and program evaluations on a regular basis.
• Help foster an environment for open communication among program staff.
• Serve as a positive role model for staff in community, organization, completion of tasks, and personal and professional growth.
• Communicate with supervisor on any issues that need to be addressed concerning staff performance. 

Administrative

• Help ensure any and all disaster recovery program, procedure, and policy manuals are kept up to date.
• Seek applicable training opportunities to enhance skill and knowledge.
• Adhere to budget guidelines.
• Prepare for and participate in ongoing evaluation processes.

Other

• Coordinate with other Departments and aspects of ASP’s mission, as needed.
• Adhere to organizational and departmental core values, expectations, guiding principles, mission, vision, and budget guidelines.
• Anything else that contributes to the smooth-running operation of ASP’s mission.
• Other duties as assigned by supervisor.

Candidate Description

Required:

• Willingness to work in a Christian environment
• 1-year previous work experience in construction management or another similar role
• Basic knowledge of construction materials and equipment
• Understanding of construction management processes
• Able to multitask with a strong understanding of core manager duties
• Excellent communication skills and interpersonal abilities, including negotiation skills
• Highly organized, ability to plan ahead, attention to detail and ability to work well in a team
• Conflict resolution and conflict management experience
• Excellent time management ability

Desired:

• Experience hauling trailers, operating small equipment such as a skid steer.
• Excellent knowledge of relevant rules and regulations as well as quality standards and human resources
• Ability to learn quickly under the construction manager.

Other Requirements: 

• Valid driver’s license and driving record that is acceptable to ASP’s insurer.  
• May require lifting items (boxes, materials) weighing up to 100 pounds.  
• Satisfactory results on a thorough background check. 

Salary and Benefits

ASP provides a market-based salary and generous employee benefits program including:

• Salary based on education and experience.
• Medical and dental insurance are provided by ASP. Details of coverage to be provided prior to employment.
• Enrollment in ASP retirement plan per plan requirements. Details to be provided prior to employment.
• Phone and laptop provided for work use (if required for job performance)
• ASP vehicle available for frequent local and regional business travel
• Leave:

Personal:

15 days paid annually for the first two years.

20 days paid annually after two years.

25 days paid annually after eight years.

Holidays:

10 paid holidays. Christmas break, which is counted as one holiday, begins December 26 and ends January 2.

Sick leave:

12 paid sick days per year.

Weather days:                                             

CEO has the authority to close the office at any time due to inclement weather.