Administrative Services Coordinator

Pay Rate: $19-$21 per hour

Mission-Driven Career Opportunity

One of the leading affordable housing nonprofits in the area, Habitat Charlotte Region partners with hundreds of families each year through affordable homeownership, home preservation and financial literacy training. As Administrative Services Coordinator, you’ll play an integral role in our vision of a world where everyone has a safe and affordable place to live.

Why Join Habitat?

• Competitive salary and benefits
• Industry-leading healthcare, dental, vision, flexible spending accounts (healthcare and dependent care)
• Work/life balance supported by generous PTO
• Career development and promotion opportunities
• Casual working environment
• Retirement planning a 403(b) with 3% organizational match

Position Purpose

Provide administrative support and assistance to the three departments (FS, Construction, OAD) in our 3816 Latrobe Drive office.  In this customer-facing environment, this position will assume a leading role in providing an excellent customer experience for our internal (staff) and external customers (visitors, volunteers, homeowners and homebuyers).  Additionally, recognize and practice the goodwill of Habitat in all dealings with the public to fulfill Habitat Charlotte Region’s mission: Seeking to put God's love into action, Habitat for Humanity brings people together to build homes, communities and hope. 

Essential Functions

• Develop and maintain a mailing distribution process between two primary offices (3815 and 3816 Latrobe) ensuring timely and accurate delivery of mail to the appropriate recipients
• Coordinate and execute meeting plans for monthly departmental meetings.  Especially,  meetings and events like Habitat 101, Community Information Meetings, Committee and subcommittee meetings.  Meeting plans include, but not limited to, room set-up, making meal arrangements, and meeting calendar management.
• Collaborate with the Facilities Team to maintain a neat, aesthetically appealing and functional office environment.  This includes resolving printer/copier issues with appropriate vendor and maintaining and updating cubicle and office map for 3816 Latrobe.
• Provide administrative support to staff in the Family Services, Construction, and Organizational Advancement & Development departments.
• Assist with general duties such as:
  • • Manage the reception area of the Habitat office
    • Answering, addressing, and routing phone calls, managing voicemails and hotlines, and directing visitors appropriately
    • Processing and sending outgoing mail using carrier and postal equipment and meter
    • Collect and timely distribute the mail
    • Maintaining sufficient office supplies
    • Overseeing the fax machine and phone system
• Support Family Services staff by fielding external inquiries regarding Homeownership, Financial Education and Critical Home Repair programs, and by assisting with various administrative tasks and assignments as needed, including various file management duties.
• Monitor and record the number of office visits including documenting the purpose of the visit 
• Process and deposit checks received in a timely manner.
• Assist Executive Assistant to the CEO/President as needed for Executive Committee and Board meetings with room set-up and making meal arrangements when in-person meetings are held at 3816 Latrobe.
• Assist other departments with administrative tasks as needed and as time allows.
• Serve as a staff and guest Experience Steward that can kindly regulate access by ensuring visitors without a scheduled appointment do not interrupt staff.
• Oversee attendance of back-up staff; ensure back-up staff is informed on updates or changes pertinent to their coverage.

Required Knowledge, Skills and Abilities

• High School Diploma (Associate’s degree preferred)
• Proven experience in customer service, office management, administration, or related field
• Strong organizational and multi-tasking skills with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal abilities
• Proficiency in MS office and office management software
• Knowledge of residential real estate and mortgage practices, and the non-profit housing sector is a plus 
• Minimum Two Years Experience, Switchboard Operations 
• Secretarial & Administrative Skills 
• Valid Driver’s License including ability and willingness to drive personal vehicle for weekly short trips.
• Ability to work well with all types of people, communicating positively and respectfully when interacting with employees, homeowners, volunteers and the public

Work Environment

This position requires working primarily indoors in an office setting, with occasional local travel within service area as needed.

Physical Demands

• Ability to sit at a desk and work at a computer for extended periods of time
• Ability to lift/pull up to 35lbs unassisted occasionally
• Ability to drive a motor vehicle
• Ability to communicate in person, over phone and/or computer

Habitat for Humanity of the Charlotte Region is an Equal Opportunity Employer and a drug-free workplace. A pre-employment drug screen and background check is required.

Habitat for Humanity of the Charlotte Region program funding often includes federal funding and this role may support federally funded activities. People qualifying as Section 3 residents per Section 3 of the HUD Act of 1968 (12 U.S.C § 1701u) and its associated regulations (24 C.F.R. Part 75) are encouraged to apply. Information on Section 3 qualifications and certification material available upon request.