Non-Exempt Hourly The Office Coordinator is responsible for ensuring the smooth day-to-day operations of Hannah's House administrative functions. This position serves as the first point of contact for visitors, clients, and donors, supporting staff and volunteers to maintain an organized, welcoming, and efficient office environment.
SPECIFIC DUTIES
Serve as the primary point of contact for phone calls, emails, and in-person inquiries, ensuring compassionate and professional communication. Greet and assist visitors, residents, donors, and volunteers in a welcoming and trauma-informed manner. Provide administrative support to leadership and program staff, including scheduling, document preparation, donor acknowledgement and appreciation, fundraising, events, and meeting coordination. Manage office supplies, inventory, and equipment; coordinate with vendors as instructed/needed. Post and update cash receipts, assist in monthly reconciliations, adhere to the check/balance system to abide by the GAAP for audit purposes. Assist the Executive Director to improve HR processes and communication with staff on policies and procedures. Process incoming and outgoing mail, donations, and deliveries. Responsible for the inventory, tracking, and disbursement of all in-kind donations. Maintain accurate and organized files (electronic and physical) related to resident services, volunteers, and Hannah's House operations. Support data entry for resident services, donor listings, donations, events, and volunteers, as needed. Assist with coordinating events, fundraising, and community outreach activities. Ensure confidentiality and security of sensitive information. Support the Executive Director and staff with special projects and requests as needed.
PRE-DETERMINED QUALIFICATIONS
Associate's degree or equivalent experience in Office Administration, Business, or a related field. 2+ years of administrative or office management experience (non-profit experience is a plus). Experience with trauma-informed care and/or social services is preferred. Strong organizational skills with the ability to multitask and manage priorities. Compassionate and professional demeanor, with a commitment to treating others with respect and dignity. Ability and desire to work independently as well as collaboratively and effectively with diverse stakeholders, including staff, Board members, volunteers, and community partners. Proficiency in Microsoft Office (including Word, SharePoint Excel, and PowerPoint).
PHYSICAL REQUIREMENTS
Ability to sit, stand, and walk for extended periods of time. Ability to occasionally lift and carry up to 25 pounds (e.g. donation boxes, supplies, etc.). Ability to work occasional evenings and weekends for fundraising events or special programs including setup and attendance at events/programs. Clear speech and hearing abilities to communicate effectively in person and over the phone. This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. The organization reserves the right to modify the duties or requirements of the position at any time to meet the evolving needs of Hannah's House.
