Administrative Coordinator

Job Description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business.

The Administrative Services Coordinator provides essential operational support to the HEMAP Program by maintaining core databases, tracking foreclosure-related activity, and ensuring smooth daily workflow across the division. This position also supports the Division Director and serves as a central point of coordination for program communications, application processing, and borrower outreach.

Essential Functions

Program & Data Management

• Maintain the Act 91 database, including entering HEMAP applications and assigning them to the loan evaluation team.
• Review lender spreadsheets of Act 91 Notices and prepare them for upload.
• Prepare quarterly Act 91 maps and related reporting.
• Track sheriff's sale outcomes by contacting foreclosure attorneys and reviewing online resources; record results in the AS/400 system.
• Maintain accurate access permissions for foreclosure attorneys and lenders using the HEMAP status screen.
• Update counseling agency contact information for the PHFA website.

Application & Recertification Workflow

• Assign daily recertifications to loan staff and review completed recertifications for accuracy.
• Monitor program email inboxes and ensure timely routing of inquiries.
• Process daily mail, distribute items to appropriate staff, and follow up with counseling agencies when applications are outstanding.

Customer Service & Communication

• Answer calls from the HEMAP queue, distribute voicemail messages, and manage incoming faxes.
• Provide administrative support to the Division Director as needed.

Borrower Outreach & Account Support

• Maintain a collections queue by contacting borrowers via phone, email, and written correspondence to arrange payment plans for delinquent accounts.
• Refer unresolved or uncollectable accounts to the Manager of Loan Processing for further action.

Administrative Operations

• Prepare activity reports and assist with general filing, mailings, and document organization.
• Serve as backup for other administrative functions and assist with training new employees.

Minimum Qualifications

• High school diploma or equivalent.
• At least 2 years of administrative experience in a fast-paced office environment.
• Strong proficiency with data entry, database systems, and Microsoft Office applications (Word, Excel, Outlook).
• Ability to manage multiple tasks, prioritize daily workflow, and meet deadlines with accuracy.
• Strong written and verbal communication skills, including the ability to interact professionally with lenders, counseling agencies, attorneys, and borrowers.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Experience providing customer service by phone and email.
• Ability to work independently and as part of a team.

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision

High School, Maintain Database, collections, monitor email and faxes, maintain schedule, open mail, administrative support, Relevant professional experience (1-3 years), Work Habits/Time Management

Relevant professional experience (1-3 years)

As an employer, PHFA is committed to having a workforce that is diverse and reflects the residents that it serves. We strive to maintain a workplace where all employees and applicants for employment receive equal opportunities in all aspects of employment. There are numerous policies in place at PHFA to help us honor this commitment.

The Pennsylvania Housing Finance Agency is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, disability, family status, gender, national origin, political affiliation, race or religion.

PHFA values, honors and commits to the equitable treatment and elimination of discrimination in all forms. We are committed to the diversity of all staff, and in all programs and services offered.