Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to join a non-profit organization in Grand Rapids, Michigan in a contract-to-permanent capacity. This position supports housing-focused programs by combining administrative coordination, participant support, and compliance-driven documentation in a mission-centered environment. The ideal candidate is organized, compassionate, and comfortable balancing office tasks, communication, and detailed recordkeeping while helping individuals and families access stable housing resources.

Responsibilities:
• Coordinate daily administrative activities that support housing assistance programs, including scheduling, document preparation, and front-desk or phone support.
• Meet with individuals and families to gather information, review circumstances, and help determine program eligibility and service priorities.
• Assist participants with housing searches by explaining program guidelines, reviewing income and rent information, and supporting the leasing process.
• Provide practical guidance on tenant expectations, conflict prevention, and communication with landlords to encourage successful housing placements.
• Act as a point of contact among participants, property managers, community partners, and service providers to help resolve issues and maintain productive relationships.
• Track participant information, maintain complete case records, and prepare required monthly, quarterly, and annual reports in alignment with funding and regulatory standards.
• Coordinate supportive services, workshops, and coaching activities that encourage self-sufficiency, employment readiness, and long-term housing stability.
• Monitor housing units for program suitability and quality expectations, and help ensure services follow agency policies and external compliance requirements.
• Participate in team meetings, training sessions, and continuous improvement efforts, including recommending updates to service procedures and documentation practices.• Experience providing administrative support in an office, community program, or client-service setting.
• Ability to manage phone communication, inbound inquiries, scheduling, and general reception responsibilities professionally.
• Strong data entry and recordkeeping skills with close attention to accuracy, deadlines, and confidential information.
• Comfortable working with individuals facing housing instability or other challenging life circumstances in a respectful and service-oriented manner.
• Clear written and verbal communication skills, including the ability to prepare reports and explain procedures to participants and partners.
• Ability to interpret and follow program rules, policies, and compliance requirements with consistency.
• Proficiency with standard administrative tasks such as file maintenance, document organization, and coordination across multiple stakeholders.