Project Administrator - CORE

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.

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).

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 elevate 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.

This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. Carries out responsibilities following the organization’s policies and applicable laws. Responsibilities include planning, assigning, and directing work, as well as resolving problems. Responsibilities also include sponsoring, directing, coordinating, and supporting projects and participating in and/or supporting project teams sponsored by other management team members.

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 throughout all levels within an organization
Solid understanding of business process principles
Plus 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

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

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)

Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets,…