Project coordinator - Outreach

Job Description

Job Description

Position Title

Project Coordinator - Lead Service Line Replacement (LSLR) Outreach

Position Summary

The Project Coordinator is responsible for supporting the successful planning, coordination, and execution of outreach activities for Lead Service Line Replacement (LSLR) projects. This role serves as a key liaison between the outreach team, program management staff, engineering consultants, contractors, and community members, and most critically, individual homeowners and residents. The Project Coordinator will help manage and/or organize public engagement efforts either directly or with delivery partners that are part of the project team, maintain project documentation, track outreach commitments, coordinate meetings and events, and ensure effective communication throughout the project lifecycle. The Project Coordinator will also manage door-to-door canvassing operations, organize public engagement events, coordinate third-party vendors, and track homeowner consent and outreach commitments.

The ideal candidate is highly organized, detail-oriented, and skilled at managing multiple priorities while supporting community engagement initiatives that foster transparency and stakeholder trust, specifically regarding public health and construction disruption.

Key Responsibilities

Project Coordination

· Support the Program Manager in coordinating outreach activities for the LSLR program.

· Develop and maintain project schedules, action-item logs, and status reports for canvassing routes and event calendars.

· Track project milestones, outreach deliverables, and homeowner and stakeholder commitments.

· Coordinate internal meetings and ensure timely follow-up on assigned tasks.

· Assist with project planning and implementation efforts across multiple workstreams. Assist in managing the project budget specifically for outreach events, canvasser payroll, and third-party vendor invoices.

Community and Stakeholder Engagement

· Manage and coordinate door-to-door canvassing teams, including assigning routes, monitoring safety protocols, tracking progress, and ensuring accurate data collection regarding homeowner interest.

· Serve as the primary point of contact for individual homeowners, assisting them with the Right-of-Entry consent process, scheduling in-home plumbing assessments, and addressing concerns regarding property disruption.

· Directly coordinate and/or oversee outreach activities assigned to third party delivery partners with community groups, residents, businesses, public agencies, and other stakeholders, including school districts, public health agencies, and water utilities.

· Support the development and distribution of project communications, including notices, newsletters, presentations, and informational materials regarding lead safety.

· Maintain stakeholder contact databases and communication records, specifically tracking homeowner interaction history.

· Respond to routine stakeholder inquiries and escalate issues related to construction delays or health concerns as appropriate.

· Identify, vet, and manage third-party vendors (e.g., event caterers, tent and AV rental services, translation services, and canvassing subcontractors) to ensure seamless event execution.

Communication and Reporting

· Prepare meeting agendas, minutes, and action-item summaries.

· Maintain project correspondence and outreach documentation.

· Compile outreach metrics and reports on engagement activities and outcomes (e.g., number of doors knocked, consent forms signed, event attendance, demographic data) for regulatory reporting.

· Ensure project information is organized, current, and accessible to project team members.

· Support communication between technical teams and community stakeholders by helping translate complex engineering and health data into clear, understandable language for residents with varying literacy levels.

Administrative Support

· Manage meeting logistics, scheduling, venue coordination, and virtual meeting platforms.

· Track budgets, invoices, and outreach-related expenses as assigned.

· Maintain project files, records, and document management systems regarding homeowner data and vendor contracts.

· Coordinate procurement and consultant deliverables related to outreach activities.

· Support compliance with project policies, procedures, and reporting requirements, as well as EPA regulations.

Required Qualifications

· Bachelor's degree in Communications, Public Administration, Business Administration, Project Management, Urban Planning, Construction Management, or a related field; or equivalent combination of education and experience.

· 2 to 5 years of project coordination, community outreach, public engagement, or field-based canvassing management experience.

· Strong organizational and time-management skills.

· Excellent written and verbal communication abilities.

· Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.

· Experience coordinating meetings, events, and stakeholder communications.

· Ability to manage multiple priorities and deadlines in a fast-paced environment.

· Experience working with diverse, low-income, or historically underserved communities.

· Valid driver's license and access to reliable transportation (required for canvassing site visits).

Preferred Qualifications

· Experience supporting infrastructure, transportation, utility, construction, or public works projects.

· Experience specifically with Water Utilities, Environmental Protection, or Public Health initiatives.

· Knowledge of public involvement and stakeholder engagement best practices.

· Experience working with government agencies, engineering firms, or construction teams.

· Bilingual communication skills are strongly preferred (Spanish, Arabic, or other local languages).

Key Competencies

· Field Operations Management

· Vendor and Subcontractor Coordination

· Crisis and Conflict Resolution (homeowner complaints)

· Data Accuracy and Consent Management

· Project Coordination

· Stakeholder Engagement

· Communication and Relationship Building

· Problem Solving

· Attention to Detail

· Organizational Excellence

· Collaboration and Teamwork

· Adaptability and Flexibility

Reporting Relationship

Reports To: Program Manager

Work Environment

This position may require occasional evening or weekend attendance at public meetings, community outreach events, and stakeholder engagement activities. This role requires frequent local travel to project sites, community events, and canvassing deployment zones. The position involves walking and standing for extended periods during door-to-door outreach and event setup.

Success Measures

· Timely completion of outreach deliverables and project tasks, including weekly canvassing metrics (e.g., doors knocked vs. contacts made).

· Effective coordination of stakeholder engagement activities.

· Accurate tracking and documentation of outreach efforts and homeowner interactions.

· Positive stakeholder and team feedback, as evidenced by post-event surveys.

· High percentage of successfully returned homeowner consent and Right-of-Entry forms.

· Effective coordination and cost management of third-party vendors and event logistics.