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Job Description
Niagara Area Habitat for Humanity (NAHFH) is seeking a highly organized, detail oriented, mission driven individual to join our team as Administrative and Operations Assistant. This newly created position reflects the growing needs of the affiliate and reports to the Executive Director, providing administrative, financial and program support across the affiliate. This role is crucial in ensuring efficient day-to-day operations within the affiliate while also supporting programs, volunteers, community partners, and Habitat partner families. Position Description The Administrative and Operations Assistant provides essential administrative and program support for Niagara Area Habitat for Humanity. This role supports office operations, communications, recordkeeping, billing functions, and affiliate programs while helping ensure effective communication, coordination, and customer service across the organization. This position is central to maintaining accurate records, coordinating program activities, supporting compliance requirements, and ensuring smooth day-to-day operations across multiple departments. Essential Duties Office Management Serve as the primary point of contact for visitors, callers, and general inquiries Manage incoming and outgoing communications Maintain efficient office operations, including office supplies, equipment, filing systems, and records Coordinate office purchases and vendor services in accordance with organizational policies and budget guidelines Process checks and bank deposits providing supporting documentation to the affiliate's Bookkeeper Coordinate bulk mailings and organizational communications (newsletters, annual reports, donor correspondence, program materials, event outreach, etc.) Prepare reports, meeting notes, and administrative documentation as needed Maintain organized digital and physical filing systems and organizational databases Support the Executive Director in coordinating board meeting logistics and preparing meeting materials, reports, and related documentation Assist with grant reporting and data collection Support affiliate compliance with Habitat for Humanity policies and procedures Identify opportunities to improve administrative systems and office efficiency Program Coordination & Construction Team Support Serve as the primary administrative coordinator for the
WNYICC/1115
Waiver program Coordinate intake and distribution of WNYICC work orders to the Construction Team Track project status, and maintain accurate records and documentation Prepare and submit reimbursement requests, billing documentation, and other required program records in compliance with program and funding source requirements Collaborate with Construction Team to maintain project schedules, documentation, and administrative records Support reporting, audits, and compliance requirements Bookkeeping and Billing Support Assist with invoicing, billing, and reimbursement activities in coordination with Executive Director and Bookkeeper Process and record incoming payments, reimbursements and donations in accordance with affiliate procedures Maintain donor gift information in organizational databases Support financial recordkeeping and filing systems Assist with preparation of financial reports, grant documentation, and reimbursement requests Family Services Support Support the Family Services Team by responding to routine inquiries and distributing program information and application materials to interested families, applicants, and partner families Follow up with applicants regarding missing or incomplete documentation under the direction of Family Services staff Maintain accurate records of applicants, partner families and program participants Schedule meetings and appointments for Family Services staff and applicants Update databases and tracking systems Maintaining confidential family files and program records Volunteer and Community Engagement Support Maintain volunteer records, including waivers, sign-in sheets, screenings, and participation tracking Assist with volunteer recruitment, onboarding, and administrative support Coordinate and support office and data-entry volunteers Maintain accurate volunteer records, including participation documentation and volunteer hours in organizational databases Coordinate required screenings for partner families and key volunteers Provide administrative support for special events, volunteer activities, community engagement initiatives Qualifications Required Strong organizational skills with exceptional attention to detail, accuracy, and follow-through Excellent written, verbal, and interpersonal communication skills Ability to interact professionally and effectively with a wide range of individuals, including the staff, homeowners, volunteers, donors, community partners, vendors, contractors, and the public Demonstrated ability to manage multiple priorities and competing deadlines while supporting a variety of programs and organizational functions Strong customer service skills with a professional and courteous approach Proficiency in Microsoft Office and Google Workspace Experience with data entry, file management, recordkeeping, and administrative support functions Ability to learn and effectively utilize databases, project management tools, billing systems, and other administrative technology tools Ability to maintain confidentiality and handle sensitive information appropriately Strong problem-solving skills with the ability to adapt in a dynamic environment Ability to work independently and collaboratively Commitment to the mission, vision, and values of Niagara Area Habitat for Humanity Valid driver's license, reliable transportation, and willingness to travel locally as needed Ability to perform the physical requirements of the position, including occasional lifting and carrying of materials weighing up to 25 pounds, navigating stairs, and moving throughout office, program, and event locations Preferred Experience with invoicing, deposits, and accounting support functions Familiarity with QuickBooks or similar accounting software Experience with databases, CRM systems, and project management tools Experience coordinating mailings, scheduling, reporting, and record maintenance Experience working with boards, volunteers, or community programs Experience supervising or coordinating volunteers Knowledge of nonprofit operations and affordable housing programs Experience with grant reporting and compliance documentation Education and Experience Associate's degree in Business Administration, Office Administration, Accounting, Human Services, or related field and 1-3 years of relevant experience; or High school diploma or equivalent and 3-5 years of relevant administrative, billing, bookkeeping support, or nonprofit experience; or Equivalent combination of education, training, and experience demonstrating required knowledge, skills, and abilities Compensation and Schedule This is a full-time position with a Monday through Friday schedule, 9:00 AM to 5:00 PM. The wage range is anticipated to be $23.00 - $26.00 per hour, commensurate with experience. Occasional evening and weekend hours may be required to support programs, events, and community activities. Benefits include Medical, Dental/Vision, SIMPLE IRA with company match and PTO. Why Join the NAHFH team? At Niagara Area Habitat for Humanity, you will be part of a growing mission- driven organization focused on building strength, stability and self-reliance through affordable home ownership. Every role contributes directly to providing safe, affordable housing, community revitalization and meaningful impact for families in our community. Application Instructions To apply, please submit a resume, cover letter, and three professional references to: Careers@niagarahabitat.org. Applications may be reviewed on a rolling basis until the position is filled. Priority consideration will be given to applications received by June 26, 2026. Only candidates selected for an interview will be contacted. Incomplete applications may not be considered. Niagara Area Habitat for Humanity is an equal opportunity employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to any status protected by applicable federal, state, or local law.
Pay:
$23.00 - $26.00 per hour
Benefits:
Dental insurance Health insurance Paid time off Retirement plan Vision insurance
