Administrative Programs Coodinator

Job Description

Job Description

General Description:

The Administrative Coordinator provides comprehensive administrative and operational support to the Chief Operating Officer (COO), Vice President of Construction, and Vice President of Homeowner Services. Serving as a key member of the administrative team, this position coordinates activities across multiple departments to ensure efficient operations, effective communication, accurate documentation, and timely completion of organizational priorities. The Administrative Coordinator plays an integral role in supporting affordable housing development projects, homeowner services programs, and organizational initiatives while maintaining a high level of professionalism, confidentiality, and customer service.

Responsibilities:

Administrative Support

• Provide administrative and operational support to the COO, Vice President of Construction, and Vice President of Homeowner Services.
• Manage complex calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare agendas, presentations, correspondence, reports, and meeting minutes.
• Coordinate travel arrangements and process expense reports as needed.
• Maintain electronic and paper filing systems in accordance with organizational record retention policies.
• Assist with special projects, research, and administrative initiatives as assigned.
• Maintain confidentiality while handling sensitive organizational and personnel information.

Construction Department Support

• Coordinate and organize construction project documentation, including contracts, permits, compliance records, and project files.
• Schedule and coordinate meetings with contractors, consultants, vendors, municipalities, and project partners.
• Track project timelines, administrative deadlines, and document submissions.
• Assist with procurement documentation and contract administration.
• Support departmental reporting and document management.

Homeowner Services Support  

• Assist with the coordination of homeowner education classes, orientations, and special events.

• Registration platform administration and workshop/event logistics such as room setup, supplies, handouts, food shopping, and PowerPoint/material preparation.

• Support in maintaining applicant and homeowner files and program documentation.

• Sweat equity and milestone tracking

• Assist with communications to prospective, current, and previous homeowners.
• Support program reporting and compliance documentation.

• Homeowner Services shared inbox management and general follow-up unrelated to a specific specialist role.
• SharePoint/folder maintenance, file labeling, inventory management, storage room management, and general records housekeeping.

General Office Administration

• General department administration, including serving as the primary department administrator, answering calls, responding to voicemail, and routing general inquiries.

• professionally.
• Coordinate incoming and outgoing correspondence.

• Assist with planning and coordinating organizational meetings, events, and workshops.
• Perform other duties as assigned to support organizational operations.

Qualifications

• Associate's degree required; Bachelor's degree preferred.

• Three or more years of progressively responsible administrative experience supporting senior leadership.
• Experience in nonprofit organizations, construction, real estate development, affordable housing, or a related field preferred.
• Excellent organizational, time management, and multitasking skills.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and electronic document management systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail with the ability to prioritize competing responsibilities in a fast-paced environment.

Preferred Skills

Experience supporting construction administration or project management activities.

• Familiarity with affordable housing programs, community development, or nonprofit operations.
• Experience coordinating multiple departments, projects, and executive schedules.
• Ability to work independently while fostering collaborative relationships across the organization.

Core Competencies

• Organizational Excellence
• Professional Communication
• Customer Service
• Attention to Detail
• Initiative and Accountability
• Problem Solving and Critical Thinking
• Collaboration and Teamwork
• Time Management
• Confidentiality and Integrity
• Adaptability

Job Conditions:

• Full-time position, Monday through Friday, with some evening and weekend work required.

Note:  This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Management reserves the right to assign or reassign duties and responsibilities to this job at any time. This job description shall be reviewed on an annual basis.