Administrative Assistant

Neighborhood Services Organization’s brand-new Stay Housed Tenant Advocacy Center (Stay Housed) will provide guidance, advocacy, support, and resources to tenants facing the loss of their homes due to eviction. Stay Housed is seeking a highly organized Administrative Coordinator to join our team. As the first point of contact for clients, the Administrative Coordinator will provide essential front-line customer service to address client needs while providing basic administrative support to the Stay Housed team.

This position plays a key role in ensuring smooth operations at the front desk and assisting with the intake process for new clients. This role requires excellent communication skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Working hours are primarily Monday through Friday, 8:30 am to 5:00 pm, with some evening, weekend and holiday hours as need dictates.

ESSENTIAL FUNCTIONS:

Client Greeting & Front Desk Duties:

• Greet and welcome clients as they arrive, ensuring a positive and professional experience.


• Answer phone calls promptly, directing inquiries to the appropriate departments or individuals.

Initial Client Screening & Intake:

• Conduct initial client screening to gather essential information and assess client needs.


• Ensure all required intake forms and paperwork are collected, completed, organized, and uploaded.


• Review and evaluate pre-screen applications for completeness and accuracy.

Administrative Support:

• Perform general administrative duties such as filing, assisting with office correspondence, and maintaining office organization.


• Assist in scheduling appointments and coordinating client visits based on availability and priority.


• Handle office inventory, including ordering and stocking office supplies as needed.


• Data entry and organization

Communication & Coordination:

• Review and evaluate daily client assistance applications, communicating results to appropriate staff to ensure smooth and timely client processing.


• Act as the "triage" point for internal referrals, directing clients to the appropriate resources and personnel.

Other Duties:

• Assist with any additional office tasks as assigned by the management team.


• Maintain confidentiality of client information in accordance with privacy regulations.

JOB REQUIREMENTS:

Training & Experience: 

• Previous experience as a receptionist, administrative, customer service or client intake role is strongly preferred.


• Experience in working with low-income individuals is also preferred.

• Bilingual in Spanish preferred.

KEY SKILL SETS & ABILITIES:

• Has a strong commitment to helping vulnerable communities and promoting fair, supportive systems.


• 
  Communicates clearly and respectfully with people from all backgrounds both in writing and verbally.


• 
  A positive attitude and the ability to provide excellent customer service in a fast-paced environment.


• Skilled at managing time and juggling tasks in fast-paced settings without losing attention to detail.


• Skilled in Microsoft Office and able to use or learn case management software to track clients and improve services.

WORKING CONDITIONS:

• This position requires sitting at the front desk for extended periods and engaging with clients regularly.


• Minimal physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as office equipment or photocopy paper (up to 30lbs.).


• Occasional periods of high stress may arise in the course of the role.


• Full-time position, requiring up to 40 hours per week.


• The position is based at NSO’s Stay Housed Tenant Advocacy Center, with occasional work required at other NSO locations.


• The role involves collaboration across various departments, and responsibilities may evolve to meet the organization’s needs.