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City of Richmond, Virginia · 2 hours ago

Homeless Operations Coordinator

Richmond, VA

Full-time

Onsite

Entry, Mid Level

2+ years exp

The City of Richmond is committed to nurturing talent and fostering growth opportunities within its workforce. They are seeking a Homeless Services Operations & Contracts Coordinator responsible for program administration, operational coordination, and contract management support for the Office of Homeless Services. The role involves maintaining operational systems, managing vendor contracts, and supporting daily shelter operations.

Government Administration

Responsibilities

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, Turnaway's, 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

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

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

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

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

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

Qualification

Contract administrationBudgetingFiscal trackingHomeless services systemsData trackingMicrosoft OfficeProgram administrationOperational coordinationInterdepartmental coordinationWritten communicationVerbal communication

Required

Bachelor's 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

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

Program administration and operational coordination

Contract and invoice management

Data organization, documentation, and reporting

Interdepartmental coordination

Written and verbal communication

Manage multiple operational systems simultaneously