Office Administration Manager - Habitat for Humanity of Jacksonville (HabiJax)

USE YOUR TALENTS TO MAKE A DIFFERENCE!

Habitat for Humanity of Jacksonville, Inc. (HabiJax) is currently seeking an Office Administration Manager who has a heart for helping people. HabiJax puts God’s love into action by bringing people together to empower families to build better futures through homeownership.

POSITION SUMMARY:

The Office Administration Manager provides administrative support to the President and CEO, the Senior Leadership Team, HabiJax Board of Directors, and the HabiJax team. The Office Administration Manager serves and supports the HabiJax organization as a first point of contact for HabiJax’s homebuyers, volunteers, donors, and business partners. This position is responsible for the operation of the reception area, for facilitating internal and external communication on behalf of the President and CEO and the Board of Directors, and for overseeing and coordinating special projects at the request of the President and CEO and the Senior Leadership Team.  The Office Administration Manager is responsible for the management of the HabiJax Home Office including maintaining office equipment and supplies, managing incoming and outgoing mail deliveries, managing parking processes and supplies, and serving as liaison to the building management team. The Office Administration Manager exercises good judgment in a variety of situations, works independently and under pressure at times to complete an array of activities and confidential matters with discretion, demonstrates strong written and verbal communication skills in a professional and tactful manner, and provides friendly, courteous, and timely service to all internal and external constituencies. This position requires excellent computer and office technology skills, strong organizational and time management skills, energy and passion for HabiJax’s mission, vision, and values, and integrity in all aspects of the job.

WORK SCHEDULE:

This is a full-time position and the standard weekly schedule for this position is Monday through Friday 8am-5pm.

WORK LOCATION:

This position is based out of our Home Office in downtown Jacksonville, Florida. Free parking is provided.

PAY RATE:

The starting pay rate for this position is $25 to $28 per hour based on experience.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Provide Support to the President and CEO and Senior Leadership Team

• Assist in managing commitments and scheduling appointments as requested; Coordinate daily calendar and plan appointments/events; Ensure the President and CEO’s schedule is followed and respected.
• Respond to and follow-up on telephone and email communications as requested.
• Make and coordinate travel and hospitality arrangements; Submit and track monthly business expenses.
• Prepare and compile documentation for internal and external meetings.
• Assist with producing reports, correspondence, presentations, and spreadsheets.
• Coordinate, track, and carry out special projects as requested; Respond promptly to President and CEO’s queries/requests; Research resources and vendors for outsourcing of projects.
• Facilitate internal and external communication through the timely and effective creation and distribution of information and documentation; Occasionally communicate directly and on behalf of the President and CEO with stakeholders.
• Serve as Board liaison; schedule regular Executive and Finance Committee Meetings and periodic special events, including parties, new member orientations, etc.; Assist with agenda development and create Board packets, take notes at Board Meetings and produce meeting minutes.
• Provide a bridge for smooth communication between the President and CEO and internal departments demonstrating leadership to maintain credibility, trust, and support with the Senior Leadership Team.
• Research, prioritize, and follow-up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive and confidential nature; Determine appropriate course of action, referral, or response.
• Suggest efficient methods and processes for managing the office and troubleshooting issues; Develop an effective and efficient documentation filing and retrieval system.
• Assist with staff appreciation and recognition efforts; Coordinate staff team-building activities, monthly leadership meetings, and quarterly staff meetings.

Provide Organization Support

• Maintain partner families’ confidence and protect operations by keeping information confidential.
• Professionally and courteously welcome all HabiJax guests; Contact staff to let them know of visitors or packages; Escort guests to offices or meeting rooms as needed.
• Promptly answer incoming phone calls and provide assistance to customer questions as thoroughly as possible; Transfer calls to appropriate staff as needed; Take accurate messages and provide excellent service to all internal and external customers.
• Coordinate and perform general administrative functions; Provide administrative support including research, data entry, filing, reporting, records maintenance, printing, copying, faxing, and mailing.
• Prepare and modify documents and presentations including correspondence, reports, memos, and emails.
• Sort incoming mail and prepare outgoing mail; Coordinate courier services; Distribute items to vendors and visitors as required; Monitor postage system and funds and purchase additional funds as needed.
• Provide Outlook administration including updating and distributing contact lists and maintaining office calendar; Manage general information email account and route inquiries to appropriate departments.
• Maintain office supplies through frequent review of stock to determine needs; Order/purchase supplies for staff as needed; Organize and maintain resource and storage areas.
• Coordinate and manage office-related contracts (phones, computer systems, internet, copier, janitorial services, postage etc.); Serve as a liaison to our office-related service providers for maintenance and service requests.
• Make arrangements for catering/locations for internal and external events.
• Assist with coordination of staff and committee meetings as necessary; Schedule conference rooms for internal and external customers.
• Provide special projects support to President and CEO and other departments as directed.
• Communicate/coordinate with building management for office maintenance, janitorial services, security and access. Serve as Floor Captain for building fire and safety measures.
• Manage staff and visitor parking processes and administration.
• Keep public and shared employee spaces neat and tidy.
• Attend and support HabiJax events and activities.

Manage Reception Area and Main Phone Line

• Create and maintain a welcoming reception area.
• Greet visitors and handle their questions and requests appropriately.
• Answer phone calls promptly and respond timely to phone and email inquiries.
• Engage with homebuyers, volunteers, donors, and business partners to provide information about our services and processes.
• Receive homeowner payments and record the transaction per policy.
• Accept and process monetary donations per policy.
• Assist with mailings to homebuyers, homeowners, volunteers, donors, and business partners as required.
• Assist with and provide backup support for homebuyer, homeowner, volunteer, and donor databases as required.

EDUCATION, EXPERIENCE, and JOB REQUIREMENTS

• Minimum of 3 years’ administrative experience, preferably in a non-profit organization.
• High School diploma required; Bachelor’s degree preferred.
• Strong interpersonal and customer service skills including the ability to work effectively within a diverse community and engage with community and corporate leaders; Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills via phone, email and in-person; Ability to type accurately and use proper grammar.
• High level of organization and attention to detail and accuracy; Ability to manage time effectively, multi-task & prioritize in order to meet established goals and deadlines; Ability to identify problems and apply appropriate solutions.
• Strong work ethic with a demonstrated sense of urgency and follow through; Self-motivated, ability to work independently with minimal supervision and with clear focus on high quality, and function effectively in a collaborative, team environment.
• Highly proficient with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; Ability to learn and effectively use other required computer software, systems, and programs.
• Experience using office equipment, including telephones, computers, printers, copiers, fax machines, and postage meters.
• Valid Drivers’ License insurable by HabiJax’s insurance carrier.
• Ability to successfully pass a background and drug screening.

BENEFITS OFFERED:

• Health Insurance – Medical, Dental, and Vision
• Life Insurance
• Personal Accident Insurance
• Disability Insurance
• 401(k) with 50% match up to 6% Contribution
• Paid Time Off – Vacation, Sick, and Holidays