Office and Housing Administrator

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Office & Housing Administrator

Make an Impact as Our Office & Housing Administrator! Are you looking for a role where your organizational skills and customer service can make a real difference? Join CHAI: Comprehensive Housing Assistance, Inc., a nonprofit that has been strengthening northwest Baltimore’s neighborhoods for over 40 years.

We’re hiring an Office & Housing Administrator to be the friendly face and voice of our office while providing key support to our team and community. In this role, you’ll create a welcoming environment for staff and visitors, manage front desk reception, and provide focused support to our Community Housing team, including Housing Counseling and Loans programs.

This position is perfect for someone with strong organizational skills, a sharp attention to detail, and a professional yet friendly demeanor. You’ll need to be comfortable with office technology, self-motivated, and enjoy working as part of a collaborative team. The ideal candidate excels at building relationships with people at all levels, including staff, management, clients, board members, and other stakeholders. If you’re ready to join a mission-driven team and help us make Baltimore a better place to live, learn, and grow older, we’d love to hear from you.

Tasks/Responsibilities:

Front Desk Responsibilities 

•    Serve as the primary point of contact for guests, clients, and staff.
•    Welcome everyone to the office with efficiency and courtesy.
•    Answer phone calls and emails promptly and professionally.
•    Maintain a tidy and functional office environment, including the front desk area, lobby, break stations, conference rooms, and restrooms.
•    Handle office equipment such as copiers, printers, fax machines, and postage machines.
•    Order office supplies and ensure stock levels are maintained.
•    Maintain and organize break stations, ensuring they are stocked and clean.
•    Support facilities management by coordinating with vendors for maintenance issues and repairs.
•    Maintain agency-wide calendar and update the lobby screen with announcements and photos.
Meeting Preparation/Coordination
•    Support onsite meetings, including setting up technology for presentations and video conferencing board, committee, staff, and other meetings.
•    Manage Outlook calendars for conference rooms and meeting spaces.
•    As requested, prepare materials and folders in advance of meetings.
•    Coordinate catering as needed.
•    Occasionally take minutes during board and committee meetings.

General Administrative Assistance

•    Sort and distribute mail, including handling incoming checks in a timely manner.
•    Maintain the organization's SharePoint site as directed by properly naming files and organizing folders.
•    Scan documents for digital filing as directed.
•    Assist with agency operational needs, including copying, filing (paper and electronic), obtaining signatures, mailing, and similar tasks that facilitate the smooth operation of agency matters.
•    Prepare and edit documents, spreadsheets and visual presentations, and provide other administrative support as directed.
•    Occasionally provide support to the accounting team, including expense reimbursement support.
•    Support Executive Office Manager as directed.

Community Housing Support

•    Triage community housing related calls, sharing program information and eligibility with callers and following up with pertinent information.  Provide referrals as needed for clients looking for services not provided by CHAI.
•    Respond to emails as directed, including pulling reports and preparing and sending materials.
•    Support program data needs, including managing client surveys and data entry.
•    Communicate with loan program borrowers, helping steward them through the process to settlement.  Ensure receipt of all necessary documents and upload information to the loan program software.
•    Follow up on declined or missing loan payments.

Qualifications:
•    High school diploma or equivalent (associate or college degree preferred but not required)
•    3+ years of front desk or administrative experience preferred
•    Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Adobe PDF, and SharePoint
•    Experience with video conferencing platforms (Zoom) and general technology skills

Compensation & Benefits
$50,000 – $55,000 commensurate with experience

We offer a comprehensive benefits package, including health insurance, 401(k) employer match, life insurance, Long Term Disability (LTD), Flexible Spending Plan, free parking, and a complimentary membership to the Jewish Community Center. We make work/life balance a priority offering generous vacation/sick time and paid parental leave.    

Skills/Requirements:

• Reliability and dependability (including attendance) are a must for this role.
• Excellent attention to detail
• Strong customer service skills
• Ability to multitask and prioritize effectively
• Must be able to handle confidential matters
• Effective verbal and written communication skills
• Embrace the opportunity to work with and for a diverse group of people
• Maintain a professional and calm demeanor

The Associated: Jewish Community Federation of Baltimore and its Agencies are equal opportunity employers, dedicated to a policy of non-discrimination in employment on the basis of race, religion, color, sex, sexual orientation, gender identity or expression, national origin, age, marital status, citizenship, veteran's status, physical or mental disability that does not prohibit the performance of essential job functions (with or without reasonable accommodation) or any other basis protected by federal, or applicable, state or local law.