Office Administrator

Office Administrator

Comprehensive Housing Assistance, Inc. (CHAI) is a community development organization focused on strengthening neighborhoods in northwest Baltimore through housing and community initiatives, helping all residents 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, and a strong commitment to service. CHAI envisions a resilient, inclusive northwest Baltimore where people feel deeply connected to their homes and community.

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.

• 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.

• 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.

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…