PROJECTS COORDINATOR - BUSINESS IMPROVEMENT ZONE

REPORTS TO: Chief Community Impact Officer/BIZ Director

OVERVIEW:

The Downtown Detroit Partnership (DDP) seeks an individual to provide operational and administrative support. This position will primarily support the DDP and the Downtown Detroit Business Improvement Zone (BIZ).  The position requires the ability to deploy resources strategically while managing multiple projects with keen attention to quality and detail.

The Projects Coordinator plays a critical role in supporting the administrative, operational, and strategic efforts of the Downtown Detroit Business Improvement Zone (BIZ) and core programs managed by DDP team members assigned primarily to the BIZ including the Detroit Ambassador Program, DDP Data Program, maintenance services, infrastructure projects, policy and advocacy, and partner contracts.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 Team Coordination and Operational Support

• Coordinate day-to-day operations, schedules, and communication between internal teams and team members, contractors, partners, and other stakeholders.
• Support projects and ensure timely execution of operational tasks using collaborative tools and AI-assisted workflows.

• Support Downtown activities and events, including those that occur during evening, weekend, and holiday hours.
• Ability to prioritize and execute numerous projects simultaneously with exceptional quality and meticulous attention to detail

Field and Program Support

• Provide logistical and documentation support for field services such as the Detroit Ambassador Program and maintenance initiatives.
• Assist in tracking field activity and quality assurance of services delivered.

Contract Services Support

• Assist with external contracts for services provided to peer districts, partner organizations, and special events including:
  • Proposal development
  • Service scope tracking and delivery validation
  • Quality control
  • Invoice submission and reporting

Contract and Document Management

• Maintain and organize vendor contracts, insurance, and compliance documentation.
• Monitor deliverables, deadlines, and renewal timelines.

Invoice Review and Processing

• Review and process vendor and contractor invoices for accuracy and alignment with contractual terms.

• Use AI-based or digital platforms for tracking and workflow improvements.

Board and Meeting Support

• Provide full meeting coordination support, including:
  • Scheduling and sending invitations
  • Preparing and distributing agendas
  • Setting up virtual/in-person logistics
  • Taking and transcribing minutes
  • Following up on action items and archiving materials
• Use AI tools to draft, summarize, and format board communications efficiently.

Website and Public Communication

• Post public notices, agendas, minutes, and official records on the BIZ and DDP websites.
• Keep program-related content up to date and ensure transparency and accessibility of digital information.

Research and Policy Support

• Conduct research on best practices, emerging trends, and policy models related to:
  • Business Improvement Zones (BIDs/BIZs)
  • Urban service delivery and maintenance
  • Community safety and ambassador programs
  • Nonprofit governance and public-private operations
• Assist leadership with policy briefs, benchmarking, and recommendations that inform program strategy and innovation.

Administrative and AI-Enhanced Support

• Use AI and digital tools to increase operational efficiency and improve communication.
• Assist in preparing reports, presentations, and grant documentation.
• Maintain Salesforce database.
• Ensure document version control, shared drives, and records systems remain organized and up-to-date.
• Support and complete shared administrative tasks and assignments.

QUALIFICATIONS:

 Required:

• Bachelor’s degree in public administration, urban planning, nonprofit management, public policy, or a related field preferred. Recent college graduates are encouraged to apply.

• 1–3 years of professional experience in nonprofit operations, community development, administration, urban services, or a related area.  Relevant part-time and internship experience will be considered.
• Strong organizational and interpersonal skills; detail-oriented and tech-savvy.
• Proficiency with digital tools and eagerness to apply AI-enhanced platforms to improve work.

• Ability to work independently and collaboratively in both office and field settings.
• Knowledge and experience in organizational effectiveness and operations management.
• Knowledge of business and management principles and practices.
• Knowledge of financial and accounting principles and practices.
• Knowledge of project management principles and practices.
• Information technology skills.

• Familiarity with business improvement districts, municipal operations, and urban place management.
• Experience supporting contracts, vendor relations, or program execution.
• Basic understanding of nonprofit governance or local government processes.
• Willingness to demonstrate commitment to DDP’s mission, vision and core values.

Core Competencies:

• Proactive and observant, critical thinking and problem solving, planning, prioritization, organization, decision-making, verbal and written communications, attention to detail, teamwork, customer service, operational logistics, conflict resolution, adaptability, stress tolerance, and diplomacy.