BASIC JOB FUNCTION

Under the supervision of the Facilities Manager, the Office Coordinator position is responsible for managing and coordinating office operations and activities in addition to handling receptionist duties for the NHS Central Hub.

PRINCIPAL JOB DUTIES & RESPONSIBILITIES

• Responsible for opening and closing NHS Central Hub office each day. 
• Develops a deep knowledge base of all NHS services, products, programs and partnership initiatives and is able to articulate programmatic requirements to clients in a clear manner.
• Assist the Facilities Manager with organizing office operations and procedures including but not limited to scheduling vendors for facility repairs, greeting clients and visitors to the Central office, routing calls to appropriate staff and assisting with meeting and event setup.    
• Orders and maintains office supplies and inventory.
• Reports any health and safety issues at their assigned office to the HR and Facilities Managers.  
• Provides “first contact” information and responds to phone, email, mail and in-person inquires about all NHS services available. Handles the process for obtaining an appointment with a counselor or other NHS staff and registering for all classes and workshops across NHS programs. 
• Analyzes and maximizes office productivity. Looks for ways to improve office procedures and eradicate depletion of resources by streamlining processes.  
• Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow. 
• Manages the correct distribution of mail and packages to Central Hub staff and other NHS Hub locations. 
• Assists Facilities Manager with planning fire and other disaster drills. 
• Prepares reports and correspondence as needed for the entire organization.  
• Assists Facilities Manager with negotiating and maintaining vendor contracts. 
• Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
• Keeps up to date on overall activities of the Central hub, identifying problem areas and escalating issues to the Facilities Manager as needed. 
• Provides backup for NHS Program Admins for workshop set up facilitation.
• Manages the conference room scheduling and outlook calendar. 
• Assists other department heads with related tasks.
• Performs other related duties as assigned by management.

POSITION QUALIFICATIONS

Education 

Experience

• Experience working with various phone systems and communication systems. 
• Intermediate skillset using MS Office (Word, Excel, and Outlook).
• Demonstrated ability to work with and across various teams and departments to meet performance objectives. 
• Demonstrated ability to trouble–shoot, resolve problems and manage special assignments.
• Must be able to manage multiple tasks and priorities effectively and professionally within a high-volume walk-in and call environment. 
• Must be a self-starter and be able to work independently without direct supervision.
• This position requires a high level of discretion and maturity; incumbents will need to provide evidence of being able to successfully manage confidential information and increased responsibility.   
• Must be able to navigate salesforce software with the ability to learn CRM data.
• Bi-lingual preferred.

Desired Skills

• Ability to communicate effectively both in written and oral presentation. 
• Ability to maintain organization in changing environment.
• Ability to read and interpret architectural drawings.
• Ability to write a scope of repairs and cost estimate.
• Working knowledge of Microsoft Office, Salesforce, and Housing Developer Pro
• Knowledge of all construction trades, contract administration and office procedures. 
• Ability to manage multiple projects while maintaining good business ethics.  

      CERTIFICATES, LICENSES, REGISTRATIONS

OTHER REQUIREMENTS:

• Valid driver’s license with access to a safe, reliable vehicle for extensive travel associated with the position.
• NHS offers a competitive salary and a comprehensive benefits package.  We also offer a team spirit, which strives for excellence in customer service.

COMPETENCIES

• Decision Making- Uses sound judgement to make good decisions based on information gathered and analyzed. Considers all pertinent facts and alternatives before deciding on the most appropriate action and commits to making that decision. Identifies cause and effect of decisions. 
• Cultivates Innovation/Creative Thinking-Able to identify areas where innovation is needed; is open to input and new approaches and develops solutions appropriate for the organization. 
• Professional Integrity-Ability to carry out professional activities in an honest, professional and ethical manner. Engenders a climate of trust and fairness in all dealings with colleagues, stakeholders, community partners and clients. 
• Teamwork/Collaboration-Interacts with people effectively and is able and willing to share and receive information. Cooperates within their own and across other departments. Supports department and organizational decisions and puts the goals of the department and organization ahead of their own. 
• Work Standards-Sets and maintains a high standard of work quality and performance standards. Pays close attention to detail and accuracy of work product. Shows concern for all aspects of the job and follows up on work outputs. 
• Motivation/Initiative-Displays energy and enthusiasm in approaching their job and commits to putting in additional effort and going above and beyond. Maintains high level of productivity and self-direction. 
• Reliability -Takes personal responsibility in job performance and follows through on their commitments.
• Planning/Organization-Plans and organizes tasks and responsibilities to achieve department and organization objectives. Allocates and uses resources appropriately. 
• Communication-Uses effective written and oral communication with internal staff, teams and community served; demonstrates empathy and active listening skills.
• Resiliency-Demonstrates openness to change and new perspectives; can manage and adapt to ambiguity. 

PERFORMANCE MEASURES

• Meets or exceeds goals, deliverables and timelines as identified in six-month plan prepared in conjunction with Director.
• Ensures that all properties which are directly owned by or the responsibility of NHSRC or related entities are secured and well maintained to minimize fines.
• Completes various responsibilities with minimal supervision.
• Demonstrates initiative, ability to work collaboratively with NHSRC team members, other NHS staff and outside consultants.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is:

• regularly required to talk or hear.
• frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms.

The employee may occasionally lift and/or move up to 25 pounds.

PHYSICAL ATTRIBUTES OF POSITION: 

• Keyboarding Skills:  Typing or otherwise working primarily with fingers rather than with whole hand or arm.  Substantial movements of the wrists, hands, and/or fingers, such as typing.
• Motor Skills:   Extending hands(s) and arm(s) in any direction to accomplish tasks in the various departments in the office.   This position involves sitting a significant amount of the time, requiring a negligible amount of force to lift, carry, push, pull, or otherwise move objects such as file drawers, postage meter, and boxes of records.
• Visual Acuity:  View colors, depth perception and field of vision.   Work may include the following:   typing computer keyboard; use of fax machine, copier machine, and technology applications.
• Conditions:  This position is primarily indoor office work and the employee is not substantially exposed to adverse environmental conditions.
• Communication:  Requires ability to speak clearly and communicate verbally to other personnel, external partners, and borrowers.