Administrative Coordinator

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Food Services at HTM runs on more than cooking skills. Behind every meal, every donation, every event, and every new hire is a layer of administrative work that either keeps the department on track or slows everything down. The Administrative Coordinator is the person who keeps that layer working.

Reporting to the Operations Manager, the Administrative Coordinator supports the full range of Food Services operations — communications, scheduling, documentation, personnel records, donation and invoice tracking, event logistics, and coordination with HR, Finance, and other departments. The scope is intentionally broad. Food Services manages procurement, staffing, volunteers, special events, and direct service all at once, and the administrative work behind all of it has to be accurate, up to date, and able to keep pace with constant activity.

This role requires more than organizational skill. It requires genuine investment in the environment. The people this department serves are experiencing homelessness. The staff this role supports are doing hard work under real pressure. The Administrative Coordinator contributes not by delivering services directly, but by clearing the path for the people who do. That work is less visible than what happens in the kitchen. It is no less necessary.

Responsibilities

Communication & Correspondence

• Handle incoming calls, emails, and correspondence directed to Food Services; screen and direct inquiries to the appropriate personnel.

• Draft and distribute memos, letters, and reports as needed.

• Provide courteous and professional assistance to clients, visitors, and employees; address inquiries and resolve issues in a timely manner.

Scheduling & Calendar Management

• Organize and maintain schedules for meetings, appointments, and events for the Operations Manager and Food Services leadership.

• Coordinate with internal and external stakeholders to schedule appointments.

Records, Documentation & Data Entry

• Input and maintain accurate records in databases and spreadsheets; organize and file documents both electronically and physically.

• Maintain, file, and coordinate all Food Services personnel matters with the HR department under the supervision of the Executive Chef and Senior Director of Food Services.

• Maintain, file, and coordinate all Food Services donations, invoices, and receipts with the Finance department under the supervision of the Executive Chef and Senior Director of Food Services.

• Ensure confidentiality and security of all sensitive information.

HR & Staffing Support

• Assist with administrative work for hiring, onboarding, and terminations within Food Services.

Event & Logistics Coordination

• Coordinate logistics for Food Services events, working with appropriate departments to arrange room setup, food and beverage, and staffing.

• Assist with all administrative work for kitchen logistics, deliveries, and purchasing within Food Services.

Travel Arrangements

• Assist in making travel arrangements for employees, including booking flights, hotels, and transportation.

• Manage travel itineraries and ensure compliance with company travel policies.

Office Organization & General Support

• Keep the office environment neat and organized; order and maintain office supplies.

• Coordinate maintenance and repairs for Food Services as necessary.

• Provide general administrative support to team members and executives as needed; assist with special projects or tasks as assigned.

• Perform any other tasks assigned with a positive attitude and a willingness to help.

Requirements

• Valid food handler certification or ability to obtain within 30 days of hire.

• Ability to lift up to 25 lbs. and perform the physical demands described in the job description.

• Availability to work weekends and holidays as required.

• Legal authorization to work in the United States.

Qualifications

• High school diploma or GED required; Associate's degree or higher preferred.

• Minimum 3 years of administrative or coordinator experience; food services, logistics, or operations environment preferred.

• Experience maintaining confidential personnel and financial records with discretion.

Skills

• Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint) and Google Workspace (Sheets, Docs).

• Strong written and verbal communication skills, including ability to draft professional correspondence.

• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Attention to detail and accuracy in recordkeeping, documentation, and data entry.

Mandatory Requirements

• Background Screening – Employment is contingent upon the successful completion of a criminal background check.