Project Assistant Jobs in Providence, RI (NOW HIRING)

Job Summary:

The Project Lead supports the Office of Facilities and Real Estate in planning, coordinating, and advancing facilities, construction, maintenance, renovation, and real estate-related projects across the Diocese. Reporting to the Director of Real Estate and Facilities, this position helps ensure diocesan properties are managed with responsible stewardship, safety, compliance, cost-effectiveness, and alignment with the mission of the Church.

The Project Lead serves as a hands-on coordinator and liaison for diocesan leadership, parishes, schools, ministries, vendors, contractors, architects, engineers, consultants, and internal departments. This role requires strong project management skills, practical knowledge of building systems and construction processes, sound judgment, attention to detail, and the ability to manage multiple priorities in a mission-driven environment.

Duties/Responsibilities:

Project Coordination and Execution

· Coordinate assigned facilities, construction, repair, maintenance, renovation, and real estate projects from initial request through close-out.

· Assist in defining project scope, goals, timelines, budgets, required approvals, milestones, and deliverables.

· Track project schedules, action items, documentation, vendor commitments, invoices, change orders, and completion status.

· Conduct site visits to assess project needs, verify work progress, identify issues, and support timely resolution.

· Prepare project updates, summaries, recommendations, and status reports for the Director of Real Estate and Facilities.

Facilities and Real Estate Support

· Assist with property assessments, building condition reviews, repair prioritization, capital planning, and long-term facility needs.

· Support initiatives related to property use, adaptive reuse, leasing, disposition, storage, inventory, and records management as assigned.

· Help maintain accurate project, property, building, vendor, contract, and facilities-related records.

· Assist in developing and improving procedures, templates, checklists, and tracking systems for the Office of Facilities and Real Estate.

Vendor, Contractor, and Consultant Coordination

· Serve as a point of contact for vendors, contractors, architects, engineers, inspectors, consultants, and other project partners.

· Assist with obtaining proposals, coordinating bid processes, reviewing scopes of work, and supporting contractor selection recommendations.

· Monitor contractor performance, quality of work, schedule adherence, site conditions, safety practices, and completion of agreed-upon work.

· Review invoices, payment applications, documentation, and change order requests for completeness before escalation or approval.

· Develop and maintain professional working relationships with parish and school leaders, diocesan staff, vendors, and contractors.

Budgeting, Compliance, and Risk Management

· Assist with project budget preparation, cost tracking, forecasting, and reporting.

· Support compliance with diocesan policies, applicable building codes, permitting requirements, safety standards, insurance requirements, and civil regulations.

· Identify potential project risks, cost impacts, schedule concerns, safety issues, and operational disruptions; escalate concerns promptly.

· Coordinate inspections, permits, documentation, warranties, close-out materials, and final project records as needed.

· Promote safe, secure, accessible, functional, and welcoming facilities for diocesan offices, parishes, schools, ministries, and visitors.

Communication and Mission Support

· Communicate clearly, respectfully, and consistently with pastors, principals, ministry leaders, diocesan departments, vendors, and project stakeholders.

· Support collaboration among finance, legal, insurance, parish services, schools, Catholic ministries, and other diocesan offices as projects require.

· Represent the Office of Facilities and Real Estate in a manner consistent with Catholic values, confidentiality, service, accountability, and stewardship.

· Perform other related duties as assigned by the Director of Real Estate and Facilities.

· Demonstrated ability to coordinate multiple projects, priorities, deadlines, vendors, and stakeholders simultaneously.

· Working knowledge of building systems, including HVAC, electrical, plumbing, roofing, fire protection, life safety, accessibility, grounds, and general maintenance.

· Proficiency with Microsoft Office applications, especially Outlook, Word, Excel, and Teams; ability to learn project tracking, property, or facilities management systems.

· Must be detail oriented with strong organizational, communication, presentation and interpersonal skills.

· Ability to communicate effectively through e-mail and/or telephone.

· Valid driver’s license and ability to travel to diocesan properties throughout southeastern Massachusetts, Cape Cod, and the Islands as needed.

· Understanding of the mission, structure, and values of the Catholic Church and ability to work respectfully within a diocesan environment is preferred.

Education and Experience:

· Associate degree or equivalent combination of education, training, and experience in facilities management, construction management, project management, engineering, architecture, business administration, or a related field. Bachelor’s degree is preferred.

· Minimum of three to five years of experience supporting facilities, construction, maintenance, capital projects, property management, or related operations. Experience working with parishes, schools, nonprofit organizations, religious institutions, public agencies, or multi-site property portfolios, is preferred.

· Project management certification, construction-related certification, facilities credential, OSHA training, or similar professional development is preferred.

· Experience reviewing scopes of work, estimates, proposals, schedules, invoices, and project documentation. Familiarity with procurement processes, contracts, permitting, insurance requirements, capital planning, and building condition assessments, is preferred.

Physical Requirements:

· Ability to perform job duties in office, parish, school, ministry, construction, maintenance, and outdoor environments.

· Ability to travel to diocesan sites is required; occasional evening or weekend work may be needed for urgent matters, meetings, inspections, or project-related activities.

· Must be able to walk through buildings, grounds, mechanical spaces, and active project sites; climb stairs; stand for extended periods; and occasionally lift or move materials up to 25 pounds.

· Must be able to follow site safety requirements and use appropriate personal protective equipment when required.