Office Administrator

Office Administrator

The Office Administrator ("OA") provides customer service, administration and supervision of the local NACA office. The position requires very strong administrative and customer service skills in a fast-paced environment with the ability to multi-task. The OA is responsible for a broad range of administrative, operational, and facility management tasks. This includes greeting client/members, answers the phone for local calls and the national queue (inbound/outbound), managing the appointment calendar, assisting in closings, managing supplies, addressing customer issues, and other office functions.

The OA develops and implements outreach strategies between NACA and the community by scheduling workshops, promoting services and fostering partnerships. The OA must be able to manage communications, recruit and organize volunteers as well as evaluate effectiveness. While the OA does not have supervisory responsibility of the production staff, he/she is to monitor/oversee the time and attendance of the staff and their activities in an effort to assist management.

In many offices the OA is the only administrative person and responsibilities vary based on the office needs.

The OA provides well-organized and customer-focused office operations and effectively communicates with staff and management. The OA ensures adherence and enforcement of NACA's policies and procedures. The OA must demonstrate professionalism, maintain an efficient office and positive work environment while remaining alert to potential risks, concerns and violations. It is important that the OA is knowledgeable of NACA's programs to encourage participation and support of NACA's programs and mission.

Job Responsibilities:

• Manage the front desk
• Answer the phone providing local and national information to people calling the local phone and calling the national queue.
• Manage office voice mails, emails and other correspondence
• Address Member inquiries and provide assistance both in person and over the phone
• Schedule and confirm counseling appointments and manage waiting list
• Assist with payroll and time and attendance for all staff
• Manage and attend bi-weekly Saturday Home Buyer Workshops and weekly Purchase workshops.
• Follow-up calls to workshop participants
• Record closed member testimonials
• Record Saturday workshops for quality and training purposes
• Manage onboarding of new hires including setting up their office
• Manage office supplies, order new stock and maintain inventory
• Manage office space with attention to health and safety concerns
• Manage volunteer and participation activities for NACA Members and others
• Monitor counselor appointment calendar and keep record of appointment statuses, confirmations and Member Action Plans
• Monitor services provided by NACA Counselors, real estate agents, third-party vendors and others
• Periodically monitor the common areas, hallways and offices to monitor and enforce NACA's policies and procedures.
• Oversee office cleaning, maintenance and security
• Periodically review the overall facility, building conditions, parking lot conditions, etc.
• This position requires some physical labor such as lifting, moving, reorganizing various items within the office for a functional workflow.
• Other duties as assigned

Time Demands:

40 to 45 hours weekly. During a workday he/she must work from a NACA office from 8:30 a.m. to 5:30 p.m., one weeknight, two Saturdays per month, other workshops, attendance at events, and other hours as determined by NACA management in NACA's sole discretion.

Compensation:

The pay rate is $21 to $25 based on experience, skills, degrees, and certifications. The candidate's performance evaluation and future compensation is largely based on meeting the Job Responsibilities, Competencies and…