JOB SUMMARY:

Has primary responsibility for managing day to day operations of the office(s) and providing administrative support to management as needed. This position will serve in a supervised capacity as instructed and directed by the Chief Operating Officer.

JOB RESPONSIBILITIES:

General Office Support

• Manages reception area, including routing of incoming calls and general support for visitors.
• Coordinate/ manage office deliveries.
• Responsible for agency wide memos/ notifications.
• Manage the conference room calendars, bulletin boards, staff phone directory and VOIP assignments.
• Order all agency printed materials (letterhead, envelopes, business cards, note cards, etc.)
• Maintain mail boxes, receive, distribute incoming mail and drop off outgoing mail.
• Assist with the creation of office and administrative procedures.
• Make changes to Agency documents as needed.

Operational Duties

• Oversee maintenance of equipment and update vendor contact logs (i.e. maintenance, copier, postage machine, phone system, etc.)
• Responsible for management, inventory, and requests for equipment and supplies, ensuring proper approvals are documented.
• Oversees Agency assets distributions and returns upon staff termination.
• Inventory and management of agency equipment purchased which includes updating the master census and inventory list, tagging, distribution and disposal of equipment including but not limited to laptops, tablets and cell phones.
• Responsible for ensuring professional and safe workspace for all staff and clients including maintenance, cleaning and repairs.
• Responsible for Safety Planning, organizing fire drill process and documentation. Serve as a Safety Officer.
• Responsible for updating emergency preparedness manual.
• Assist with space planning and coordinating office moves.
• Responsible for orientating new staff to phone and voicemail system, office equipment, security system, distribution and return of agency office keys and property.
• Project management assistance.

Other

• Handles errands as requested.
• Other tasks as assigned.

QUALIFICATIONS:

• At least 1 year of experience as an administrative assistant.
• GED of High School Diploma
• Good interpersonal skills and problem-solving skills.
• Courteous and pleasant phone demeanor.
• Provides initiative.
• Effective written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency in MS Office (Word, Excel, Outlook, and PowerPoint)

PHYSICAL REQUIREMENTS:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 30 pounds. While performing the duties of this job, the employee is regularly required to use hands and talk or hear. The employee is frequently required to stand; walk; sit; use stairs; reach with hands and arms balance, stoop, kneel or crouch.

Job descriptions are not intended and should not be construed to be all-inclusive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties from particular jobs and to assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

HOUSING FORWARD is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sexual orientation, veteran status, national origin, or disability.