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.

• Drug and Alcohol Testing – Candidates must pass pre-employment and, if applicable, ongoing drug and alcohol screenings in accordance with company policy.

• Motor Vehicle Record (MVR) Check – For roles requiring driving, employment is contingent upon an acceptable driving record.

• Legal Eligibility to Work – Candidates must provide proof of legal authorization to work in the United States.

• Compliance with Company Policies – All employees must comply with company policies, including safety, confidentiality, and conduct standards.

Physical, Demands, Environmental Conditions, Equipment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The employee is required to: walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; handle, finger, grasp and feel objects and equipment; reach with hands and arms; be mobile by moving oneself from place to place quickly and easily; repeat various motions with the wrists, hands, and fingers; be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; ability to lift up to 25 lbs.; communicate, receive and exchange ideas, information by means of the spoken and written word; drive vehicles in and around Los Angeles County; be able to enter various buildings that may require climbing stairs; be periodically subjected to outside environmental conditions. The employee may work in proximity to service animals and emotional support animals; use a desktop and/or laptop computer; copy, postage, and fax machines. Complete all required forms in personal writing.

Work Environment:

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the participants’ use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure.

EEO: HTM (Hope the Mission) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, HTM complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, placement, promotion, recall, transfer, leaves of absence, compensation and training.

HTM will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if HTM is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.

Full-time position; M-F, morning shift.