Purpose and Scope

To support the Diocese of Phoenix in its mission to encounter the Living Christ, this position assists in the oversight and coordination of new construction, renovation projects, and maintenance of existing facilities across the Diocese.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Directly coordinates repairs and renovations for diocesan properties, including and not limited to requests for qualifications, request for proposals, paying applications, contract administration including close-out documents, and warranty issues.

• Provides administrative support and assistance with parish and school projects as requested by the Director for Construction.

• Administers the preparation and execution of architectural and construction contracts utilizing American Institute of Architects (AIA) contract documents.

• Maintains accurate detailed activity log for each assignment.

• Implements, maintains, and monitors financial documentation on all assigned construction projects including project budgets, cash-flow projections, invoices, and lien documents.

• Performs periodic construction project audits on all Construction Manager at Risk projects to ensure proper accounting and billing procedures by general contractors.

• Creates, coordinates, and maintains construction project files for assigned projects through completion.

• Coordinates with architects/contractors to assemble an acceptable owner contract for authorized signature. Also coordinates/implements recording of such contract in addition to its Payment and Performance Bond, as required.

• Implements close-out procedures for all assigned projects, including document review final payment reconciliations, and final lien releases.

• Processes, for approval and payment, all invoices and pay applications pertaining to assigned projects in a timely manner after receipt of same.

• Coordinates the implementation of the diocesan self-insurance, risk improvement program though written and oral correspondence with diocesan entities regarding specific deficiencies and necessary remedies. Tracks and monitors completion of same.

• Communicates with pastors/principals and related support staff regarding contract documentation and parish and school construction procedures. 

• Prepares an updated status report on all assigned projects including payments, change orders and project schedule for distribution, as required.

• Prepares/manages all corresponding paperwork connected to assigned projects collaborating closely with Director of Construction as appropriate.

• Attends in-house project meetings and records minutes when needed.

• Coordinates parish and school implementation of the diocesan Procedures and Guidelines for Construction Projects. Assists in soliciting Requests for Qualifications from Architects and Contractors during the pre-construction phase of assigned projects.

• Assists in soliciting Requests for Qualifications from Architects and Contractors during the pre-construction phase of assigned projects.

• In collaboration with other staff members, provides administrative support including telephone coverage for the Office of Buildings & Properties.

Maintains accurate follow-up on active and pending construction projects.

Knowledge, Skills, and Abilities Required

• Knowledge of accounting, planning, and general administration of construction projects.

• Ability to evaluate, forecast (from a cost accounting and scheduling perspective), and coordinate all activities of a construction project.

• Willingness to stay current with construction, renovation, and maintenance methodologies and issues.

• Ability to make decisions, solve problems and consult reflecting Catholic teachings and traditions.

• Ability to coordinate multiple projects and deadlines simultaneously.

• Proficiency in Microsoft Office software (Word, Excel, etc.), Microsoft Project, computer accounting software, AIA Contract documents, and database programs.

• Ability to utilize existing software to design and maintain required reports, financial spreadsheets, schedules, etc.

• Excellent reading and writing skills with legal knowledge of construction terminology.

• Ability to work in a team environment and maintain a good working relationship with all diocesan and parish staff.

• Excellent communication skills. (i.e., report writing, pre-construction presentations, etc.)

Minimum Qualifications

• Must be in good standing with the Roman Catholic Church.

• High school diploma with general knowledge in bookkeeping or accounting.

• Three years’ construction project administration experience.

Work Environment

• This job operates in a professional office environment. 

• This role routinely uses standard office equipment such as computers, office/cell phones, photocopiers, and filing cabinets.

• Frequent field visits to parishes and other properties will be required.

Physical Demands

• This job may involve lifting small file boxes or similar light physical activity.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.