Homeless Operations Coordinator

Are you RichmondR.E.A.D.YRespect.Equity.Accountability.DiversityYOU!!!

This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent fostering growth opportunities and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

The Homeless Services Operations & Contracts Coordinator provides program administration operational coordination and contract management support to the Office of Homeless Services (OHS). The position plays a central role in supporting daily shelter operations coordinating hotel placements for families supporting encampment response activities managing OHS vendor contracts and invoicing workflows and maintaining operational and fiscal tracking systems.

This is a non-supervisory role. The Coordinator administers programs and operational systems but does not supervise staff. All external-facing directives vendor instructions policy decisions and public communications occur only at the direction of the Homeless Services Manager.

1. Program Administration & Shelter Operations Coordination

Administers daily operational tracking for all City-supported shelters including Inclement Weather Shelter (IWS) CARITAS surge shelter and emergency or seasonal shelters.
Monitors nightly bed counts utilization Turnaways weather-triggered activations and provider-reported operational issues.
Supports implementation of Cold Weather and Winter Surge Protocols under Manager direction.
Maintains shelter operations dashboards trackers and internal reporting tools.
Documents service gaps trends risks and emerging operational concerns for leadership review.

2. Financial Administration Contracts & Procurement Coordination

Administers all Office of Homeless Services contracts including shelter providers hotels security transportation sanitation food services and emergency response vendors.
Serves as the administrative liaison between OHS Procurement Finance and vendors.
Tracks contract scopes terms expiration dates insurance compliance requirements and deliverables.
Reviews invoices for accuracy service verification and budget alignment prior to payment submission.
Maintains complete contract and payment documentation in accordance with City audit standards.
Supports procurements amendments renewals and emergency contracts as directed.

3. Hotel Placement Coordination & Client Navigation

Administers hotel placements for eligible families with children in accordance with DNCS Hoteling SOPs.
Confirms eligibility coordinates bookings tracks length of stay monitors fiscal caps and maintains placement logs.
Serves as administrative point of contact for referrals from shelters City leadership Council offices and internal partners.
Coordinates handoffs to outreach engagement or case management staff for non-hotel client needs.

4. Encampment Response Administrative Support

Provides logistical and documentation support for encampment response activities in partnership with the HOPE Unit and OHS staff.
Maintains centralized tracking of encampment locations outreach efforts safety considerations and follow-up actions.
Ensures documentation reflects trauma-informed service-first engagement standards.

5. Reporting Data Management & Operational Support

Maintains internal trackers for shelter operations contracts hotel placements referrals encampments and vendor coordination.
Prepares internal reports dashboards budget summaries and executive briefings for leadership.
Supports winter shelter planning surge readiness and daily operational coordination under Manager direction.

6. Communications & Interdepartmental Coordination (By Delegation)

Drafts shelter-related operational communications talking points and internal informational materials as assigned.
Distributes shelter opening/closing notifications holiday schedules and emergency updates as directed.
Coordinates with DNCS Communications to ensure City messaging protocols are followed.
Provides background materials and administrative support for interdepartmental and interagency coordination.

Note: No public statements policy decisions or external directives may be issued without Manager review and authorization.

Minimum Qualifications:

Bachelors degree in public administration human services social work business administration or related field.
Minimum two (2) years of professional experience in homeless services shelter operations government operations contract administration or vendor management.
Equivalent combinations of education and experience may be considered.

Knowledge Skills & Abilities:

Knowledge of:
Budgeting accounting and fiscal tracking
Contract administration and procurement processes
Homeless services systems and trauma-informed practices
Data tracking dashboards and performance reporting
Microsoft Office and enterprise financial/reporting systems

Skills in:
Program administration and operational coordination
Contract and invoice management
Data organization documentation and reporting
Interdepartmental coordination
Written and verbal communication

Ability to:
Manage multiple operational systems simultaneously
Maintain discretion with sensitive information
Track timelines milestones and compliance requirements
Identify risks and escalate issues appropriately
Work effectively in high-pressure emergency response environments

Working Conditions:

Primary work location: Community Resource and Training Center (CRTC).
Regular coordination across shelters hotels encampments and partner locations.
Evening overnight weekend and emergency response work may be required during winter weather or surge events.
Light physical work with occasional exposure to challenging environments.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts electrical currents vibrations etc.; atmospheric conditions such as fumes odors dusts gases and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people imminent danger and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments incumbents must be able to perform detailed work on multiple concurrent tasks with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly talk hear see and perform repetitive motions; and occasionally climb stoop crouch reach stand walk push pull lift finger grasp and feel. The working conditions may include environmental terms of the physical strength to perform the essential duties this classification is considered to be light work exerting up to 20 pounds of force occasionally up to 10 pounds of force frequently and a negligible amount of force constantly to move objects.

* Internal use: HR Generalist to review.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process please contact Jessica McKenzie Human Resources Manager by email at .

This policy applies to all terms and conditions of employment including recruitment hiring placement promotion termination layoff transfer leaves of absence compensation and training.

The City of Richmond Values Veterans.We are an official V3 Certified Company.

The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.