Office Administrator

$43,680 - $48,922/Yr

Habitat For Humanity Calaveras - Angels Camp, CA

Full-time - Entry Level

Angels Camp, CA

Construction of Buildings

About the position

The Office Administrator at Habitat for Humanity Calaveras plays a crucial role in ensuring the smooth and efficient operation of the office. This position is integral to the organization, which is dedicated to building affordable housing and empowering families through homeownership. The Office Administrator will manage office resources, oversee administrative tasks, and provide support to the Executive Director and staff. This role is essential for maintaining the daily functions of the organization, allowing the team to focus on their mission of building homes and hope for the community. In this position, the Office Administrator will be responsible for overseeing day-to-day office operations, which includes managing supplies, equipment, and vendor relationships. The role requires handling incoming communications, such as phone calls, emails, and mail, ensuring that all responses are prompt and professional. Additionally, the Office Administrator will maintain organized filing systems for important documents and records, both digital and physical. The Office Administrator will also provide administrative support to the Executive Director, which includes scheduling meetings, preparing reports, and managing confidential information. This role involves assisting with the preparation and distribution of materials for Board of Directors meetings and coordinating calendars, appointments, and travel arrangements for staff as needed. Financial administration is another key responsibility, where the Office Administrator will work closely with the finance team to support basic accounting functions, such as processing invoices and expense reports. Monitoring office expenses and managing the budget for office supplies will also be part of the role. Event coordination is essential, as the Office Administrator will assist in planning and executing special events, including fundraising activities and community outreach programs. This includes coordinating logistics for meetings, workshops, and other events hosted by Habitat for Humanity Calaveras. Finally, the Office Administrator will ensure that office technology is functioning properly and will coordinate with IT support as needed. Maintaining and updating the organization's filing systems and CRM will also be part of the responsibilities.

Responsibilities

• Oversee day-to-day office operations, including managing supplies, equipment, and vendor relationships.
• Handle incoming communications, including phone calls, emails, and mail, ensuring prompt and professional responses.
• Maintain organized filing systems, both digital and physical, for important documents and records.
• Provide administrative support to the Executive Director, including scheduling meetings and preparing reports.
• Assist with the preparation and distribution of materials for Board of Directors meetings.
• Coordinate and manage calendars, appointments, and travel arrangements for staff as needed.
• Work closely with the finance team to support basic accounting functions such as processing invoices and expense reports.
• Monitor office expenses and manage the budget for office supplies and related costs.
• Assist in the planning and execution of special events, including fundraising activities and community outreach programs.
• Coordinate logistics for meetings, workshops, and other events hosted by Habitat for Humanity Calaveras.
• Ensure office technology is functioning properly and coordinate with IT support as needed.
• Maintain and update the organization's filing systems and CRM.

Requirements

• Proven experience as an Office Administrator, Administrative Assistant, or similar role, preferably in a nonprofit environment.
• Strong organizational and multitasking abilities with a keen attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with CRM software, preferably Salesforce.
• High level of ownership and thrives in providing order, structure, and details.
• Ability to maintain confidentiality and handle sensitive information.
• A commitment to the mission and values of Habitat for Humanity Calaveras.

Nice-to-haves

• Passion for serving the community.
• Experience in event planning and coordination.
• Familiarity with QuickBooks or other accounting software.
• Knowledge of human resources practices and procedures.
• Basic understanding of bookkeeping and financial management.

Benefits

• Paid time off