Everybody Builds is looking for talented individuals to join its team as an Industry Representative and Administrative Coordinator.

Industry Representative

The Industry Representative (IR) is a Full-Time position that will support and further the mission of Everybody Builds by enhancing and coordinating Everybody Builds’ trade, contractor, and community relations. The position will act as a liaison to and require direct interaction and collaboration with workforce organizations, union groups, contractor representatives, and organizational stakeholders at varying levels. The IR will be responsible for supporting pre-apprenticeship and apprenticeship programs and participants, tracking relevant data, and assisting with planning and execution of meetings and outreach events related to workforce development and contractor relations. The ideal candidate will have a passion for diversifying Philadelphia’s construction industry and be able to communicate this passion. Working knowledge of the construction trades and labor unions is essential along with attention to detail, strong documentation skills, and consistent follow-through.

Primary Duties & Responsibilities include but are not limited to:

Relationships & Communication

  • Serves as liaison between our partners and Everybody Builds. This includes but may not be limited to workforce organizations, union groups, contractors, and organizational stakeholders at varying levels.
  • Maintain excellent working relationships with construction trade partners and workforce development organizations for close collaboration.
  • Maintain communication with hiring contractors at all levels (field superintendents, subcontractors, general contractors, construction managers) to identify and document upcoming project opportunities for hiring and placement of apprentices.
  • Maintain direct communication with employers, mentors and/or service providers during and after placement or referral for services.

Workforce Development & Community Relations

  • Support in recruitment activities of community individuals for pre-apprenticeship or apprenticeship programs.
  • Support pre-apprentices and new apprentices directly through coordination of focus groups, referrals to EB community partners, introductions to contractors for employment, mentorship pairings, issuing of barrier reduction funds and/or job readiness tools, etc.
  • Actively facilitate sponsorship and employment placement efforts of apprentices through coordination with partner programs and contractors. This includes providing direct outreach (e.g., sending email reminders, making phone calls, etc.) as well as post-placement support.
  • Support development and implementation of apprentice mentorship program. This may include outreach and recruitment of mentors, onboarding, materials preparation, meeting, and events coordination.
  • Assist with logistics and event planning for workforce and contractor related events (i.e., job fairs, contractor awareness events, open houses, recruitment sessions, etc.)
  • Attend after-hour meetings and events as needed.

Data Collection, Tracking and Management

  • Assist in development and updating of employer/contractor database to track all stakeholder information and potential hiring opportunities.
  • Gather, enter, and monitor all data related to participants, program partners, contractor partners, project opportunities, stakeholders, etc. as it relates to workforce development.
  • Document communication with participants, employers and/or service providers during and after placement or referral for services.
  • Track and monitor distribution of barrier reduction funds and job readiness tools to program partners and participants.
  • Track retention and post placement support for both the program participant as well as the employer.

Special Projects

  • Assist in the planning, implementation, and execution of special projects as needed.

To Apply, please email an up-to-date resumé, cover letter, and references to info@everybodybuilds.org

Administrative Coordinator

The Administrative Coordinator (AC) is a Part-Time position (up to 30 hours per week) that will report directly to the Executive Director (ED). This position will support and further the mission of EB by directly supporting the ED and Program staff through coordination and execution of administrative and operations functions for the organization. The AC will be responsible for providing executive support, organizational and administrative programmatic support, and coordinating interactions and activities with organizational vendors and consultants. Excellent documentation, organizational, and prioritization skills, along with attention to detail and consistent follow-through are a must. The ideal teammate will share a passion for diversity, equity, and inclusion and a desire to work with a team doing impactful work

Primary Duties & Responsibilities include but are not limited to:

Executive Support

  • Work with the ED to streamline interactions with the Board of Directors and key stakeholders by performing an array of tasks from scheduling meetings, managing calendars, generating correspondence, and taking meeting minutes at board, stakeholder, and committee meetings.
  • Closely and effectively manage ED’s calendar, inbox, and administrative and operational priorities, informing ED of issues needing attention in a timely manner.
  • Support preparation of deliverables, including formatting or drafting letters, correspondence, presentations, and other tasks that facilitate ED’s ability to effectively lead the organization.
  • Provide administrative support to ED on ad-hoc projects as needed.

Data Coordination & Management

  • Organize and maintain organizational files and data on Microsoft 365 SharePoint server ensuring order, accuracy, and ease in accessing information when needed.
  • Maintain confidential employee and financial files organized and up to date per direction of ED.
  • In coordination with Program Staff, assist with the coordination of data collection and tracking and entering stakeholder, project, or participant data related to program activities.
  • Assist ED and Program Staff in organizing data including demographics of participants, staff productivity, outcomes and other relevant trends for operational use and reports.
  • In collaboration with Program Staff, support in maintaining and updating database of external contacts.
  • Support in data research as needed.

Development/Fundraising Support

  • In collaboration with Leadership and Program Staff, provide direct support to the organization’s development and fundraising goals by formatting and editing grant applications, reports, and coordinating communications with potential and existing funders.
  • Support the ED with formatting and updating of annual fundraising and outreach plan.
  • In coordination with Program staff and external consultants, support the administrative aspects of planning and coordination of Everybody Builds’ annual development strategy, fundraising events, donor cultivation program, and fundraising appeals.

Human Resources & Personnel Support

  • In coordination with Program Staff, support the ED with the formatting, editing, and coordination of job descriptions, posting of new positions for hire, and screening and scheduling of candidates.
  • Coordinate the hiring and onboarding processes (scheduling, document preparation, etc.) with EB’s fiscal sponsor or HR consultant.
  • Coordinate the completion, processing, and accuracy of contracts and consultant agreements with external vendors/consultants.
  • Contribute to a positive climate that attracts and retains a talented and diverse team and a cooperative atmosphere.

Financial Management Support

  • Work with program staff / accountant /financial team to prepare, process, and track expense reimbursements, invoices, and receivables for ED and external vendors, consultants, partners, and stakeholders in a timely manner.
  • Work with the ED to ensure accuracy, formatting, and preparation of regular organization-wide financial reporting.
  • On a monthly basis, work with Program Staff, ED, and accountant to update and format annual budgets and expenses based on reports provided by fiscal with extreme attention to detail and accuracy.
  • Support the ED with coordination of resources and documentation for annual audit, 990, and editing of fiscal policies.

Communications, Marketing & IT Support

  • Work with Program Staff to assist in the gathering, editing and preparation of content to be used by marketing consultant for external communications and social media (e.g., newsletters, participant stories).
  • Oversee and coordinate the printing and ordering of Everybody Builds’ marketing materials, as needed.
  • Assist with the coordination of the Everybody Builds website updates with IT/Design Consultant.
  • Coordinate setup and troubleshooting of operational IT systems with IT Consultant (e.g., new email setups, server upgrades, etc.)
  • Monitor, organize and refer as appropriate incoming emails to the general info email inbox for the organization.

Stakeholder & Community Relations

  • In coordination with Program Staff and Marketing Consultant, assist with administrative aspects of logistics and event planning for organizational and programmatic events (i.e., job fairs, contractor awareness events, open houses, recruitment sessions, advisory board gatherings, etc.).
  • Communicate professionally verbally and in writing with stakeholders as requested by ED to coordinate meetings or other activities.
  • Establish good working relationships and collaborative arrangements with external vendors, consultants, and organizations to help streamline processes and procedures.

Miscellaneous Projects

  • Assist in the ordering of general office supplies and materials needed by the organization.
  • Assist in the planning, administration, implementation, and execution of special projects as needed for ED or Program Staff.

To Apply, please email an up-to-date resumé, cover letter, and references to info@everybodybuilds.org