Front Desk Administrative Assistant

Job Title:

Front Desk Administrative Assistant

Overview

At NCHFA, we provide safe, affordable housing opportunities to enhance the quality of life of North Carolinians. We are a self-supporting public agency that, since its creation by the General Assembly, has financed more than 310,700 affordable homes and apartments.

Residency Must be a resident of North Carolina

Location Office Only

Group Administration
- Front Desk

Are you someone who loves being the friendly face and helpful voice that keeps things running smoothly? Do you enjoy variety in your day, from greeting visitors and supporting colleagues to helping plan events and keeping everything organized behind the scenes? If so, we’ve got the perfect opportunity for you!

We’re looking for a positive, detail-oriented team player to join us as a Front Office and Administrative Assistant. In this role, you’ll be the go-to person for front desk operations, customer support, event planning, and HR assistance—all while contributing to a mission-driven organization that’s making a real impact in our community.

Grade / Salary Range

NC08 / $47,966 – $58,459

• Phone Calls and Visitors
  • Delivers courteous service on all incoming calls, accurately routing callers to the appropriate contact with efficiency and the appropriate level of urgency.
  • Greets and welcomes visitors at the front desk with professionalism, ensuring they are appropriately directed and announced.
  • Ensures office security by adhering to safety protocols and controlling access to the building.
• External Customer Support
  • Provides responses to typical customer inquiries, regarding Agency initiatives and external housing supports, including emergency shelters, rental subsidies, and utility assistance.
  • Responds to a range of inquiries received through the Agency’s external email address (Contact Us), addressing typical questions and forwarding more complex matters to the appropriate staff to ensure prompt and accurate responses.
• Administrative Support
  • Reviews and assigns Office Services helpdesk tickets such as remote work requests and cell phone reimbursements to appropriate staff, and ensures resolution in a timely manner.
  • Submits Human Resources and Office Services invoices into Agency invoicing systems such as Navigator, ensuring services are charged to proper accounts.
  • Submits Human Resources credit card invoices by coding them accurately to designated account numbers, and uploading back up documentation into Agency invoicing systems such as Navigator.
  • Processes incoming checks using the check handling procedures. Ensures proper distribution to all business units and obtains required signatures upon delivery.
  • Delivers routine administrative support—including meeting coordination, correspondence management, and document preparation—for Human Resources and other departments, upholding strict confidentiality and demonstrating initiative to understand broader goals before acting.
  • Supports Mortgage Servicing group by searching for pending insurance cancellations that come in the mail and routes them to appropriate staff.
  • Coordinates coverage of the front desk, and ensures back up staff are properly trained to handle front desk responsibilities.
  • Maintains and updates reference documents such as the 'Front Desk at a Glance' document to ensure first- and second-level contact information remains accurate following staff changes.
• Event Coordination
  • Collaborates with business units to organize and schedule monthly learning sessions, including selecting topics and managing all related lunch arrangements.
  • Assists in planning and coordinating employee engagement and appreciation events.
• Human Resources Support
  • Collects and organizes candidate resumes from job posting platforms such as Linked In and…