Administrative Coordinator

Philos Hospitality, Inc. is a Christian faith-based non-profit that, through its Hospitality House and Lodgingly programs, provides lodging, meals, and prayer support for families of patients traveling for medical care. Serving over 1,000 families annually, we offer comfort and assistance during challenging times. Job Summary We are seeking a dynamic and organized Administrative Coordinator to join our team. The vital position handles all administrative tasks, including calendar coordination, project prioritization, executive communication, logistics, and reporting. This position serves as an administrative assistant to the CEO and anticipates needs before they arise. Essential Duties and Responsibilities Data entry and tracking of information related to donor prospects and donations. Prepare receipts and correspondence. Retrieve and process mail from the post office and the Welcome Center. Coordinate data statistics and generate reports. Prepare bank deposits and reconciliation reports. Assist with vendor contract management. Assist with invoicing processing. Develop letters and other communications. Prepare for monthly board meetings. Prepare board minutes and packets for distribution. Attend board and board committee meetings as assigned. Manage donor database to generate reports, mailing lists, and donor records to assist in fundraising efforts, such as individual asks, annual mailings, and grant writing. Provide administrative support to staff in soliciting individual, corporate, organizational, and foundation gifts, including capital campaign gifts. Assist the CEO in scheduling meetings and presentations. Prepare materials for tours of HHT. Provide office management support to CEO, Directors, staff, and volunteers, and oversee daily office tasks. Provide support to staff and volunteers by fielding questions and gathering necessary information. Welcome and receive visitors to the administrative offices. Participate in the development of positive community relationships. Handle inquiries about Hospitality House of Tulsa and Lodgingly by the general public. Education, Skills, and Work Experience Requirements Bachelor’s degree in Business, Business Administration, Hospitality, Communications, Healthcare Administration, etc. 5 + years of recent experience as an Admin Assistant, Administrative Coordinator, or Admin Lead Experience with donor/client management software and databases. Mastery of Microsoft Word, Excel, PowerPoint, Adobe Suite, Outlook, Google Drive, and web research. Caring, quality customer service, time management, self-management, leadership, and team skills. Able to work in a fast-paced office setting. Ability to take initiative on tasks, anticipate needs, set priorities, and meet deadlines. Ability to work with others in caring, honest, responsible, and respectful ways. Ability to keep highly sensitive personal and financial information confidential. Outstanding organizational skills and multi-tasking ability. Strong oral and written communication skills. Preferred non‑Profit, healthcare, hospitality, or ministry experience. Additional Duties and Responsibilities Personal core values exemplified and equivalent to the organization’s Christian values and tenets. Other duties to further the mission of Philos Hospitality, Inc., as designated by the President/CEO. Must be flexible and, when necessary, demonstrate good decision‑making ability. Should have a positive attitude and work well in a team‑oriented environment. Reliable transportation, car insurance and valid Oklahoma driver’s license required for Tulsa‑area travel. Physical Demands Must be able to regularly walk, bend, stoop, climb stairs, and lift up to 35 pounds. Need the use of both hands to grasp and carry supplies and packages. Work Schedule This position works in our admin office with a dedicated team. The work schedule is generally Monday – Friday, 8 am – 5 pm with a one‑hour lunch. Ability to work some flexible hours, including occasional weekend or evening hours when fundraising events occur. Join us in making a meaningful difference! This paid position offers an opportunity to contribute to a supportive community while applying your administrative skills in a rewarding environment. We value proactive individuals who thrive on organization, compassion, and teamwork. #J-18808-Ljbffr