Administrative Coordinator

Position Summary

The mission of Hope the Mission is to prevent, reduce, and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions. Our mission is to meet our participants' needs through an individualized and non-judgmental approach.

The Administrative Coordinator in Food Services plays a crucial role in ensuring smooth and efficient operations both within the Food Services department and the organization as a whole. They provide administrative support to the Executive Chef and Senior Director of Food Services for all Food Services matters, including but not limited to kitchen logistics, donations, special events, and HR related matters. 

The Administrative Coordinator plays a pivotal role in maintaining efficient operations and supporting the organization's objectives by working with other departments and contributing to the overall effectiveness and productivity of the workplace. They should be proactive, resourceful, and capable of managing multiple tasks with professionalism and attention to detail.

Primary Duties and Responsibilities:

● Managing Communication: Handling incoming calls, emails, and correspondence directed to Food Services.Screening and directing inquiries to the appropriate personnel. Drafting and distributing memos, letters, and reports as needed.

● Scheduling and Calendar Management: Organizing and maintaining schedules for meetings, appointments, and events. Coordinating with internal and external stakeholders to schedule appointments.

● Data Entry and Documentation: Inputting and maintaining accurate records in databases or spreadsheets. Organizing and filing documents both electronically and physically. Ensuring confidentiality and security of sensitive information.

● Maintain, file and coordinate all Food Services personnel matters with the HR department under the supervision of the Executive Chef & Senior Director of Food Services.

● Maintain, file and coordinate all Food Services donations, invoices and receipts with the Finance department under the supervision of the Executive Chef & Senior Director of Food Services.

● Office Organization and Maintenance: Keeping the office environment neat and organized. Ordering and maintaining office supplies. Coordinating maintenance and repairs for Food Services as necessary.

● Coordinating Logistics for Food Services Events: Work with the appropriate departments to arrange room setup, food & beverage, and staffing.

● Travel Arrangements: Assisting in making travel arrangements for employees, including booking flights, hotels, and transportation. Managing travel itineraries and ensuring compliance with company travel policies.

● Administrative Support: Providing general administrative support to team members and executives as needed. Assisting with special projects or tasks as assigned.

● Customer Service: Providing courteous and professional assistance to clients, visitors, and employees. Addressing inquiries and resolving issues in a timely manner.

● Be a team player and have a great positive attitude.

● Able to effectively collaborate with all Food Services staff and other department staff

● Have excellent organizational skills and time management skills; be able to function under time constraints and deadlines with attention to detail

● Discretion and confidentiality in handling sensitive information.

● Must be able to multitask and prioritize daily tasks list

● Must be able to work weekends and holidays

Other Requirements:

● Assist with all administrative work for kitchen logistics, deliveries and purchasing within Food Services.

● Assist with administrative work for hiring, onboarding and terminations within Food Services.

● Perform any other tasks assigned with a positive attitude and a willingness to help.

Additional Qualifications and Experience:

● Proven experience as an administrative coordinator or in a related role.

● Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint) and Google Workspace (Sheets, Docs).

● Excellent communication skills, both written and verbal.

● Commitment to serving the needs of homeless families and individuals

● Food handler certification

● High school diploma or GED preferred

● FLSA Status: Non-Exempt

● Drug and TB testing required. Background check required

● Job Type: Full-time

EEO: HTM  (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training.