Administration, Communications & Reporting Officer

Location: Hybrid – based in New York City (NY) or Houston (TX)

Type: Full-time

Salary: $50,000 - $60,000 + benefits commensurate with qualifications and experience

Reports to: Program Operations Manager

Direct reports: None

Works with: Field Officers; Case Managers; Senior Leaders from US and Australia

About MATES & the North America Pilot

MATES in Construction is an evidence-based, industry-backed, peer-led workplace program that brings suicide prevention and mental health support onto the jobsite. The model blends:

• Awareness and capability building through toolbox-style conversations and formal training that reduce stigma and empower help-seeking and help-offering.
• Peer network activation by training and supporting natural helpers called “Connectors” who notice, ask, and link mates to help.
• Facilitate pathways to care via structured referral and escalation. Field Officers are the bridge to supports, not the clinicians.

For more information, visit www.matesna.org

The MATES North America pilot is adapting the proven Australian model to North American conditions through a pilot delivery approach with strong governance, and rigorous evaluation. This pilot is delivered in partnership with Quanta Services, whose leadership and nationwide network provide real-world pilot sites and industry ownership for a solution built by and for the construction industry. Your work will directly enable the industry to own a sustainable solution. What you deliver in this role shapes how the program scales across North America.

Purpose

Shape and own this newly created role, and influence program and operational implementation from the ground up. Be the program’s administrative backbone: keep records organised, versions current, and day-to-day nonprofit admin running smoothly so field teams can focus on delivery. Turn delivery data into communication and reporting to showcase program success through weekly snapshots, KPI packs, and de-identified evaluation extracts always aligned to safe-messaging and privacy.

Why this role will excite you

You enjoy bringing order and clarity to moving parts. From your seat alongside two regional teams, you’ll shape an asset library people actually use, turn real-time activity into clear, on-brand updates, and surface numbers leaders can trust. If tidy systems, crisp comms, and meaningful impact sound like your kind of day, you’ll thrive here.

Training and accreditation you’ll receive

• • MATES Model Induction: history and overview of the MATES model, boundaries/safe messaging, and referral/escalation protocols.
  • safeTALK Training (LivingWorks)
  • Applied Suicide Intervention Skills Training (ASIST) (LivingWorks).
  • Operational systems: orientation to HR, communications, finance, IT and program database platforms.
  • Ongoing coaching: regular practice feedback, reflective sessions with your Coordinator, and oversight from senior leaders in the US and Australia.

What you’ll do

Provide administration and operations support

• • Office and team admin: manage shared inboxes, contact lists, meeting rhythms (agendas, minutes, action logs), calendar holds, and document filing.
  • Finance/procurement support: raise/track simple POs, process invoices, reconcile basic expenses, maintain supplier records (per finance policy).
  • Records management: maintain folder structures, versioning, naming conventions, and retention/archiving per policy.
  • Privacy and safeguards: handle documents/data per consent/privacy guidelines; escalate concerns promptly.

Develop program communications

• • Use and maintain a bank of approved asset templates (e.g. Canva, PowerPoint, Word) to produce and update on-brand materials such as presentations, posters/flyers, site packs, infographics, and social media tiles with current data, photos, and quotes. Apply version control, export in the correct print/web formats, and escalate for comms sign-off.
  • Collect site stories and visuals with the regional field teams (photos/quotes/metrics) with consent and safe-messaging; escalate sensitive content for sign-off.
  • Keep a light comms calendar; publish internal/external updates (site/partner notices, training announcements, monthly wrap-ups).
  • Apply brand and language standards; adhere to no publish without sign-off for stakeholder-facing materials.

Contribute to data, reporting and evaluation

• • Run regular and ad-hoc reports from the program database; build simple tables/charts for weekly ops snapshots and monthly KPI packs.
  • Provide timely, de-identified data extracts to support evaluation activity and for comms assets (e.g. reach, sessions delivered, Connector activation, follow-ups).
  • Maintain saved views/filters and a simple reporting calendar; refine as needs evolve.
  • Work with Coordinators to resolve obvious gaps/inconsistencies surfaced by reports ahead of cut-offs.

What you’ll bring

Minimum qualifications and experience

• • High school diploma or equivalent.
  • 2-4 years of office/admin experience in the construction industry or nonprofit sector.
  • Finance processing: Experience raising/tracking POs; coding and processing invoices; matching receipts to statements; basic reconciliations; vendor onboarding (W-9s); working inside an accounting system (QuickBooks, Xero, NetSuite, or similar).
  • Design: experience using Canva, Adobe and PowerPoint templates (create text/images, refresh charts from database exports, apply brand styles), ability to export print/web-ready files, and keep the shared asset library tidy and up to date.
• Data discipline: demonstrated ability to keep accurate notes and CRM entries; comfortable with checklists, attendance records, and simple dashboards, running saved/preset database reports, exporting to Excel/Sheets, and producing simple tables/charts.
  • Digital literacy: confident with Microsoft 365, shared drives with version control, email/calendars, video meetings; able to learn new operational systems quickly (e.g. CRM/database, HRIS/onboarding, travel booking and expenses, basic finance/AP tools).
  • Clear communication: Demonstrated skills in using plain-language for emails, one-pagers, and short updates; willing to learn brand and safe-messaging guidelines; reliable with privacy/consent and handling sensitive information.

Highly regarded

• • Bachelor’s degree in Communications, Public/Business Administration, Human Services, or Data/Information Management.
  • Bilingual capabilities (English and Spanish) and experience working with culturally diverse people.
  • Experience working in mental health or suicide prevention programs.
  • Exposure to construction/infrastructure or other safety-critical environments.
• Lived / living experience of your own, or caring for someone with, mental health challenges, suicidality or suicide bereavement.

Essential attributes

• Strengths-based problem solver: focus on what’s working; identify small, doable steps that contribute to improvements.
• Learner: open to coaching and guidance; turn feedback into action.
• Attention to detail: spots typos, mismatched figures, out-of-date logos, or wrong versions and actions solutions.
• Proactive finisher: anticipates next steps, chases actions politely, and gets things over the line.
• Team-first: share the load in the region; offer and seek help early.

What success looks like (first 6–12 months)

• On-time reporting established with 100% of weekly snapshots and ≥95% of monthly KPI packs published on schedule, with clear tables/charts sourced from database exports.
• Current, on-brand assets are available and utilized; a tidy template library (Canva/PowerPoint/Word) in active use; zero outdated materials in circulation; version notes recorded.
• Light comms calendar designed and implemented; site/partner updates and monthly wrap-ups go out as planned; sensitive items routed for sign-off.
• POs/invoices/receipts processed within agreed turnaround (e.g. 5 business days) with a ≤2% correction rate.
• Privacy and brand upheld with zero unapproved publishes; no privacy incidents; consistent use of safe-messaging and brand standards.

Role conditions

• Access to a suitable remote workspace and ability to spend time at an office.
• Pre-employment checks as required.

Ready to help the industry see its own progress?

If you want a role where tidy systems, crisp comms, and credible numbers turn busy delivery into momentum, this is it. Apply with a short note or video explaining how you implement administration systems and turn database exports into engaging communications assets, plus a resume that shows your fit.

We use a Professional Employer Organization (PEO) for payroll and benefits administration.

Health & benefits

• • Medical insurance offered; employer contribution is employee-only with a cap
  • Dependent coverage is available, with premiums for dependents paid by the employee (the employer contribution applies to employee-only coverage)
  • Dental and vision offered as voluntary benefits (100% employee-paid)
  • 401(k) offered
  • Employer-paid basic Life insurance + Long-Term Disability (LTD)
  • HSA contribution: only for employees enrolled in an HSA-eligible plan
  • Benefits start: 1st of the month after hire

Travel & expenses (when travel is required for work)

• • Mileage reimbursed at the IRS standard rate for business travel between sites; tolls/parking reimbursed for business travel.
  • Overnight travel: company-paid hotel + meals paid using General Services Administration (GSA) – Meals & Incidental Expenses (M&IE) per diem by destination
  • Required training (and related travel) is employer-paid

Other provisions

• • Pre-employment checks apply (consistent with applicable law).
  • Paid sick leave will be provided consistent with applicable law and policy

Benefits are subject to eligibility requirements, plan terms, and may change over time.

Digital literacy: confident with Microsoft 365, shared drives with version control, email/calendars, video meetings; able to learn new operational systems quickly (e.g. CRM/database, HRIS/onboarding, travel booking and expenses, basic finance/AP tools).

Clear communication: Demonstrated skills in using plain-language for emails, one-pagers, and short updates; willing to learn brand and safe-messaging guidelines; reliable with privacy/consent and handling sensitive information.

Preferred: Bilingual capabilities (English and Spanish) and experience working with culturally diverse people.