Volunteer & Field Operations Coordinator - Hazard - Appalachia Service Project

Description

About the Organization

Appalachia Service Project, Inc. (ASP) is a Christian ministry, open to all people, that that inspires hope and service through volunteer home repair and replacement in Central Appalachia. ASP is a non-profit 501(c)(3) organization. Using the skills and efforts of thousands of volunteers, ASP provides home repair and replacement to low-income households in Central Appalachia.

ASP is an equal opportunity employer, committed to diversity and inclusion in the workplace. No one will be denied employment on the grounds of age, race, color, national origin, sex, sexual orientation, gender identity, family status or differing physical or mental ability. Employment decisions will be based on merit, qualifications, and ability to perform the duties of the position for which employment is sought.

About the Position

The East Kentucky Volunteer and Field Operations Coordinator is part of ASP's New Build & Disaster Recovery program and reports to the East Kentucky Regional Director. They support and facilitate overall programmatic operations as part of the THRIVE (Transforming Homes and Rebuilding in Vulnerable Environments) Program in East Kentucky communities. The coordinator assists with management and oversight of field, volunteer, and construction activities within the program's service area. They coordinate volunteer engagement, managing field operations, and handling key construction administrative functions across East Kentucky.

The coordinator plays a critical role in pre-construction and site readiness, including coordinating utility setup, managing materials and equipment, and maintaining required documentation. This role works closely with ASP staff, volunteers, local jurisdictions, utility providers, vendors, and an external construction contractor who oversees subcontractors.

This is a full-time, benefits-eligible position based in our Hazard, Kentucky office. Irregular hours may be required. This role requires extensive travel between multiple construction sites, communities, and counties in East Kentucky, as well as other possible locations across ASP's service area.

Job Responsibilities

Volunteer Management

• Partner with the Volunteer Department and program staff to coordinate volunteer schedules, site assignments, and work plans.
• Serve as a primary contact for volunteer groups, providing orientation, basic skills training, and oversight.
• Promote a safe, respectful, and mission-centered volunteer experience while ensuring stewardship of ASP resources.
• Complete volunteer reports and maintain accurate participation records in coordination with the Volunteer Department.

Field Logistics, Materials & Site Readiness

• Manage inventory of construction materials, tools, and equipment.
• Coordinate, within existing systems, the delivery, transport, storage, and setup of materials and equipment at worksites.
• Ensure worksites are organized, stocked, safe, and operational prior to volunteer or contractor activity.

Construction Administration & Compliance

• Assist with pre-construction readiness, including obtaining, tracking, and maintaining required permits, approvals, and inspection schedules in coordination with local jurisdictions.
• Coordinate temporary and permanent utility setup, including power, water, and other services necessary for construction operations.
• Maintain organized and complete records related to permits, inspections, utilities, site plans, and compliance documentation.
• Track administrative construction milestones to support project schedules and grant requirements.

Construction & Field Operations

• Support construction projects at all stages through site coordination, scheduling support, and administrative assistance.
• Assist with developing and maintaining project schedules and tracking construction milestones.
• Ensure worksites are prepared and that all individuals on site follow ASP safety policies, safe working practices, and applicable codes and regulations.
• Coordinate and track required inspections and follow up on approvals in collaboration with ASP staff, external contractors, inspectors, and local jurisdictions.
• Communicate consistently and respectfully with suppliers, vendors, subcontractors (as currently coordinated through ASP's external contractor), volunteers, staff, and current or prospective clients.
• Assist with project documentation, including paperwork, photographs, records, and reports to support grant compliance and internal tracking.
• Coordinate and collaborate with other ASP departments and programs, including local Summer Repair Program efforts.

Budget Management

• Review weekly financial management reports for accuracy and budget adherence.
• Assist with budgeting and coding receipts and invoices as requested.

Program Operations & Grant Compliance

• Support East Kentucky Hub operations to ensure readiness to host volunteers, expand construction activities, and respond to disaster recovery needs as required.
• Assist with meeting grant performance, documentation, and reporting requirements.
• Build and maintain partnerships with volunteers, donors, grant funders, contractors, stakeholders, and community supporters.

Administrative

• Assist with updating East Kentucky THRIVE Program procedures and operational documentation as needed.
• Seek applicable training opportunities to enhance skills and knowledge.
• Prepare for and participate in evaluation and continuous improvement processes.
• Coordinate with other departments in support of ASP's mission.
• Adhere to organizational and departmental values, policies, and budget guidelines.
• Perform other duties as assigned by the supervisor.

Candidate Description

ASP uses our Core Values as an evaluation tool in our selection process, which can be found at this link: Core Values.

Required:

• Willingness to work in a Christian environment
• 1-year previous work experience in construction management or another similar role
• Basic knowledge of construction materials and equipment
• Understanding of construction management processes
• Able to multitask with a strong understanding of core manager duties
• Excellent communication skills and interpersonal abilities, including negotiation skills
• Highly organized, ability to plan ahead, attention to detail and ability to work well in a team
• Conflict resolution and conflict management experience
• Excellent time management ability

Desired:

• Experience hauling trailers, operating small equipment such as a skid steer.
• Excellent knowledge of relevant rules and regulations as well as quality standards

Other Requirements:

• Valid driver's license and driving record that is acceptable to ASP's insurer.
• May require lifting items (boxes, materials) weighing up to 100 pounds.
• Satisfactory results on a thorough background check.

Salary and Benefits

ASP provides a market-based salary and generous employee benefits program including:

• Comprehensive medical, dental, and vision insurance offered for employee and family
• Life insurance, retirement plan, medical spending plan and other typical benefits
• Generous holiday, vacation, personal and sick time away based on ASP policy in effect at time of employment
• Phone and laptop provided for work use
• ASP vehicle available for frequent local and regional business travel