Office Administrator

Office Administrator

CHAI: Comprehensive Housing Assistance, Inc. is a nonprofit housing and community development organization serving northwest Baltimore. For almost four decades of community service, CHAI has been forging deep connections and helping residents of all ages thrive, making our neighborhoods a stronger, better place in which to live, learn, and grow older.

CHAI strengthens the fabric of neighborhoods connected to Jewish Baltimore through housing and community development, so residents of all ages can thrive.

As an agency founded in the Jewish community, CHAI's work is informed and inspired by Jewish values, teachings, and history. We are guided by: Respect | Community | Diversity | Integrity | Drive We envision a resilient and inclusive northwest Baltimore where neighbors feel deeply rooted in their homes and community.

Position Overview

The Office Administrator plays a central role in creating a welcoming, organized, and responsive experience for everyone who interacts with CHAI. As the first point of contact for clients, visitors, staff, board members, and partners, this person helps ensure the office runs smoothly and reflects CHAI's commitment to service, community, respectful communication, good judgment, and follow-through.

This role is ideal for someone who is highly organized, personable, and proactive, someone who enjoys helping people, managing many moving parts, and keeping day-to-day operations on track. The Office Administrator supports front desk and office operations, meetings and events, and key administrative functions that help sustain CHAI's housing, counseling, and loan programs.

How You'll Make An Impact

• Front desk coverage is consistent, welcoming, respectful, and responsive.

• Client, visitor, vendor, staff, board member, and caller inquiries are handled respectfully and efficiently.

• Shared inboxes, calendars, communications, and lobby displays are monitored and kept current.

• Clear procedures for ordering, tracking, and maintaining office supplies are established and documented.

• Housing counseling documentation, client records, and electronic folders are accurate, complete, and well organized.

• Administrative tasks are completed on schedule with minimal oversight.

• Staff receive clear, responsive administrative and technology support.

• The office environment, including shared spaces, is orderly, welcoming, and well-functioning, with day-to-day operations running smoothly.

Core Competencies

• Exceptional Communication: Communicates clearly, respectfully, and accurately in writing and verbally, and uses good judgment when responding to clients, visitors, staff, board members, and community partners.

• Interpersonal Acumen: A naturally welcoming, positive, and engaging demeanor with a strong customer-centric mindset.

• Superior Organization & Time Management: The ability to prioritize a high volume of tasks, manage deadlines, and maintain order in a fast-paced environment.

• Multitasking Mastery: Proven ability to juggle multiple competing priorities seamlessly without sacrificing quality or attention to detail.

• Proactive Problem-Solving: Resourcefulness and the initiative to identify potential issues and find effective solutions independently.

• Judgment & Discretion: Maintains confidentiality, communicates respectfully, recognizes when to escalate sensitive matters, and handles information with care and integrity.

• Adaptability: Flexibility to respond to changing needs and priorities with a can-do attitude.

• Attention to Detail: Meticulous approach to all tasks, from data entry to maintaining the appearance of the office.

• Technology Proficiency: Comfortable using office technology, software systems, virtual meeting platforms, and basic A/V equipment; ability to troubleshoot routine issues and support staff with day-to-day technology needs.

Key Responsibilities

Front Desk, Office Coordination & Communications

• Serve as the welcoming first point of contact for clients, visitors, staff, and partners.

• Keep front desk operations, shared communications, and office flow organized and responsive.

• Coordinate mail, supplies, shared spaces, and day-to-day office needs.

• Support onboarding and help create a welcoming, organized, and well-functioning office environment.

Meeting, Event & Administrative Support

• Coordinate logistics for meetings, Board activities, and agency events.

• Support in-person and virtual meetings, including room scheduling and basic technology setup.

• Maintain organized records and provide document, filing, and administrative support.

• Assist the accounting team and Chief of Staff with operational projects and workflows.

Community Housing & Program Administration

• Provide administrative support for CHAI's community housing, counseling, and loan programs.

• Respond to client inquiries, share program information, and help connect people to the right resources.

• Maintain accurate records, documentation, and data across program systems.

• Support workshops, client follow-up, and loan processing tasks that keep programs moving.

Qualifications:

• 3+ years of administrative or office support experience

• Experience in nonprofit, housing or community-based settings preferred

• High school diploma required; additional education or equivalent experience welcomed

• Proficiency in Microsoft Office and general office technology

Working Environment & Expectations

• In-Office presence required

• Consistent front desk coverage during business hours is expected

• Ability to lift up to 20 pounds

• Occasional participation in agency events

• Interest in working within a Jewish-rooted organization serving diverse neighborhoods

• Comfort operating in an environment with clear expectations and accountability

Compensation & Benefits

The salary range for this position is $28.21–$33.33 per hour. Salary is commensurate with experience and demonstrated competency.

CHAI offers a competitive benefits package designed to support employees' health and well-being. Benefit-eligible employees have access to:

• Medical insurance

• 401(k) plan with 100% immediate vesting of employer match

• Employer-paid Life/AD&D and Long-Term Disability

• Optional employee-paid coverage including Dental, Vision, Short-Term Disability, supplemental and specialty plans, and FSA/HSA options

• Waived membership fee to the Baltimore Jewish Community Center

• Wellness programming, Employee Assistance Program (EAP), and access to a benefits hotline for personalized support

CHAI also offers generous paid time off, including vacation, sick leave, and paid holidays to support rest and well-being.

CHAI believes that Black lives matter. We are committed to fostering a safe, anti-racist environment. Together, through open dialogue, we will continually learn and grow with a goal of achieving a culture that promotes justice and pushes for systemic change. We commit to ensuring that the voices influencing our actions are inclusive and representative. We stand firm in our belief that racial equity is essential to strong community.