Office Coordinator

Posted: 08/06/2023

GENERAL DESCRIPTION: The Office Coordinator is responsible for general office operations including reception desk coverage, administrative support to the Facilities Manager, executive team, and other departments. As the first point of contact for visitors to Habitat Metro Denver, this is a vital and busy role, requiring the ability to successfully multitask and prioritize; take initiative; all while maintaining a calm, positive, and inclusive demeanor. The Office Coordinator must perform their role in an efficient, courteous, and professional manner that maintains high standards of service, hospitality and confidentiality. The following reflects the organization’s definition of essential functions for the position but does not restrict the tasks that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential position functions.? CORE RESPONSIBILITIES: Office Administration • Create a welcoming and hospitable environment for visitors at Habitat for Humanity. • Answer phones in a professional, courteous manner; accurately transcribe or forward voicemail messages, route telephone calls to the appropriate staff person. • Greeting visitors, including future homeowners and potential program applicants, to the office. Connect visitors to their host in a timely manner. • Accurately describing HFHMD’s programs to interested persons. • In coordination with the Volunteer Department, train and supervise administrative volunteers and interns to represent Habitat for Humanity. • Support and develop volunteer/intern pipeline by cultivating new and existing partnerships. • Sort and distribute all incoming and outgoing mail and packages, purchase stamps, fill and maintain postage machine. • Monitor, maintain, order and stock all office supplies. • Maintain digital and paper files related to office administration in an organized, consistent, and user-friendly way. • Coordinate meeting logistics including room reservations and scheduling, and monitoring room maintenance and usage compliance by internal and external partners. • Open and close the facility each day, Monday through Friday. • Assists with keeping the lobby neat, clean, and presentable. • Continually evaluate administrative practices and recommend improvements as appropriate. • Protect operation by keeping information confidential. Administrative Assistance • Anticipate work needs and follow up on own initiative. Accomplish responsibilities with minimum supervision in a timely manner while communicating consistently and appropriately with management. • Support Leadership Team and other departments with administrative tasks such as: mailings, reserving conference rooms, scheduling meetings, coordinating food and refreshment for meetings, printing materials, etc. • Assist Facilities Manager with special projects. • Review and code invoices related to office support; submit promptly to ensure accounts stay in good standing. • Promotes organizations core values by reinforcing the cultural blueprint and fostering a positive work environment. • Performs other duties as assigned. KNOWLEDGE, SKILLS, & ABILITIES • A strong belief in Habitat’s mission and a desire to engage others in the organization’s work. • Behaviors and interactions accurately reflect cultural values outlined in the Cultural Blueprint above. • Excellent interpersonal skills with individuals from diverse backgrounds. • Diplomatic in delicate situations with volunteers, staff, families, and other stakeholders. • Proficient with Microsoft Office, databases; ability to learn as needs of the job and available technologies evolve. • Exceptional organizational skills. • Ability to manage multiple projects simultaneously. • Strong oral and written communication skills. • Dependable and punctual. • Proven basic math abilities. • Able to adapt to a dynamic environment with frequent interruption. • Ability to proactively problem solve with exceptional communication skills and meticulous attention to detail. • Consistently displays integrity and professionalism with demonstrated ability to handle sensitive employee information with strict adherence to confidentiality protocols. EXPERIENCE: • 2 years or more of experience in an office support role, with a strong focus on customer service required. • 1 year or more of volunteer or personnel management experience preferred. • Prior AmeriCorps service, Habitat, or other non-profit employment preferred. • Fluency in spoken and written English and (Spanish, French, or Arabic) is highly preferred. Other languages are a plus. • Experience of providing support to senior leadership is a plus. • Being a Colorado Notary Public is a plus. PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB: • In person 5 days/week at Habitat headquarters location • Ability to sit at a desk and computer for extended periods of time. • Ability to lift, carry, and move equipment and files as needed (approx. 25-30 lbs.) • Proof of COVID-19 vaccination is currently NOT required for employment. WORK ENVIRONMENT & CONDITIONS • Most work is done indoors in an office setting. • Occasional ability to travel to and from meetings and appointments in locations and times when public transportation is?unavailable. • A Motor Vehicle Report (MVR) will be run for insurance purposes. • A valid driver’s license and ability to be insured under the company’s insurance policy is a prerequisite. The expected starting pay range for this position is $18.00 - $19.80/ hour with consideration given for applicable education and experience above the minimum requirements. Benefits available include medical, dental and vision insurance options; 401k savings match; paid Life Insurance and AD&D policy; Short and Long-Term Disability Insurance; Paid Time Off for vacation, sick, holidays, floating holidays, Healthy Families Workplace Act (HFWA) Leave; Parental Leave and paid time to volunteer. Please apply by copying and pasting the following link in your browser: