Office Coordinator

Habitat for Humanity Lake County (HFHLC) is looking for a skilled Office Coordinator to undertake a variety of day-to-day office and clerical tasks. This individual is often the first point of contact with HFHLC for volunteers, donors and partner families and thus must be enthusiastic about the work and organization; team-focused; display excellent customer service skills; and possess tact, diplomacy, and flexibility.

This person will be an integral part in ensuring that our office operations run smoothly and are successful in supporting our business activities. This includes ensuring that employees have what they need to be successful (e.g., supplies, a safe work environment); that customer and client queries and complaints are addressed; and that our office environment is clean and safe — all while operating within the organization’s administrative budget. 

The Office Coordinator position is a full-time nonexempt role reporting to the Operations Director and may include occasional duties on evenings and weekends as needed. This individual will provide some administrative support to our office staff of seven (7), which includes the Executive Director.

Key Responsibilities

Our business has a wide range of functions, all of which integrate around our mission of providing safe and affordable housing to those in need. The responsibilities of this individual span most of those functions in addition to general office work.

General Office Responsibilities

• Answer telephone calls and emails from customers and clients and direct them to the appropriate person(s)
• Greet customers and visitors to the office, ensuring guests are comfortable and are connected with the right office personnel
• Manage incoming and outgoing correspondence, including emails, faxes, mail and packages
• Monitor office and break room supplies, reordering inventory as needed
• Schedule meetings and send calendar invitations
• Review office operations and work with the Operations Director to improve office operations and procedures
• Manage schedules for conference and community spaces
• Perform filing, scanning and organization of records, invoices and other important documentation
• Submit work orders and schedule repairs for general office space and equipment, including connecting with and escorting vendors
• Administer Google Docs for tracking calendars and volunteer needs
• Administer office software platforms (Zoom, Map Geo, etc.)

Financial and Development Program Support

• Mail or deliver off cycle checks
• Log incoming checks (ex: donations, mortgage payments, etc.)
• Enter incoming invoices and all monies coming into HFHLC into QuickBooks
•  File (not prepare) the annual Form 990
• Assist with the construction materials inventory for our annual audit  
•  Review property assessments and tax bills for proper exemptions and send follow-up correspondence as needed    
• Produce and send donor acknowledgements

Volunteer and Donor Program Support

• Update and maintain all volunteer forms
• Assemble volunteer welcome packets
• Obtain and update volunteer data and emergency contact sheets
• Enter volunteer data into Galaxy and monitor scheduling
•  Create maps and directions to construction sites for volunteers
• Track community service volunteers and ensure reporting compliance
• Compile volunteer data for HFH International reports
• Oversee office volunteer staff
• In partnership with the Development Manager, research new donors, write small grants, prepare supporting grant data, and submit grant applications

Construction and ReStore Program Support

•  Monitor and renew vehicle and contractor licenses
•  Renew annual registrations (state, city, county, etc.)
•  Process subcontractor insurance and lien waivers
• File building permit applications
• With direction from the Construction Manager, perform building material cost comparison

Basic Requirements

The following are considered important to any candidate’s ability to perform the Office Coordinator role:

•  Passionate about the mission of Habitat for Humanity
• Proven experience as office coordinator or in a similar role
• Self-motivated and able to work independently 
• Strong customer service skills
• Proven track record of teamwork and collaboration across partnering organizations and diverse teams, including a faith component; ability to connect with people from a variety of backgrounds
• Ability to communicate effectively, both verbally and in writing
• Strong organizational and detail orientation skills with the ability to prioritize and multi-task
• Reliable with patience, discretion and professionalism
• Working knowledge of common office equipment (e.g. VOIP phones, printers, scanners)
• Strong computer skills in common business software (ex: Microsoft suite) and ability to learn organization-specific software (ex: Galaxy Volunteer System)
• High school degree or equivalent workplace experience.
• Weekend/evenings as needed.

Preferred Attributes

The following attributes and experience are a “plus” but not mandatory. Most can be learned on the job or are “value added” in nature.

•  Experience with QuickBooks
• Experience with Galaxy Volunteer System, Raiser’s Edge and Salesforce CRM
• Bilingual skills (Spanish/English)

Successful Habitat team members share the following characteristics:

·       Trust: You invest in your fellow team members and you do what you say you will do. You thrive on constructive feedback and have a high level of integrity.

·       Commitment: You have a “go above and beyond” attitude; nobody here works just for a paycheck.

·       Engagement: You embrace bringing people to the Habitat mission.

·       Innovation: You are a creative problem solver who works across teams.

·       Curiosity: You express curiosity and reserve judgment.

·       Achievement: You love results. You will help HFHLC grow to be a leading organization.

Working Conditions 

Our office is located in a multi-floor building with access to the second floor by stairs only. Local travel throughout the community using your personal vehicle is required (mileage reimbursement is provided).

Much of the work is performed at a desk, with extensive computer-based periods of time. Some work will be performed at our build sites and our retail ReStore location(s). Minimal lifting of up to 25 lbs. is sometimes required.

For more information about Habitat for Humanity Lake County, please visit our website at www.habitatlc.org

To apply for this position, please send a letter of introduction, salary history, salary and benefits requirements, and a current resume to Jobs@HabitatLC.org

Habitat for Humanity is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, marital status, national origin, or disability.