Bilingual Office Administrator

Position Summary:

The Office Administrator is responsible for overseeing and coordinating the day-to-day administrative operations of the office. This role ensures the smooth functioning of the organization by managing office procedures, providing administrative support to staff, and maintaining efficient systems and workflows.

Office Management:

• Oversee daily office operations, ensuring a clean, organized, and professional environment.
• Maintain and manage office supplies, equipment, and inventory.
• Liaise with vendors and service providers for office needs (e.g., maintenance, IT support).
• Ensure compliance with office policies and procedures.

Administrative Support:

• Provide administrative assistance to the executive director, including scheduling, meeting coordination, and correspondence.
• Prepare and edit documents, reports, and presentations.
• Manage incoming and outgoing communications, including phone calls, emails, and mail.
• Organize and maintain electronic and physical filing systems.

Financial and Record Management:

• Assist with basic bookkeeping tasks like processing invoices and expense reports.
• Maintain and update records, databases, and contact lists.
• Support the preparation of budgets and financial reports as needed.
• Develop and implement annual operating and capital improvement budgets.
• Prepare and submit monthly management and financial reports.
• Manage vendor relationships and oversee service contracts to ensure quality and cost-effectiveness.

Tenant Relations:

• Ensure the timely collection of rents and maintain accurate monthly rent rolls.
• Prepare and submit monthly delinquency reports.
• Process resident correspondence and enter data into the Total Management System.
• Conduct thorough move-in and move-out inspections for all tenants.
• Process applications, income certifications, and annual re-certifications in compliance with regulatory requirements.
• Accurately enter tenant information into the VHDA and Apricot database management systems.
• Prepare and submit required monthly reports promptly.

Communication and Collaboration:

• Serve as the primary point of contact for internal and external inquiries.
• Collaborate with other departments to streamline operations.
• Support HR functions, such as onboarding new employees and maintaining personnel records.

Database & System Management:

Qualifications:

• Demonstrated experience in office administration, administrative support, or a related role.
• Exceptional organizational and time-management skills, with the ability to prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office management software.
• Strong verbal and written communication skills, with attention to detail.
• Ability to multitask in a fast-paced environment and solve problems efficiently.
• Familiarity with basic bookkeeping and financial processes is a plus.

Bilingual – English/Spanish a MUST

Education and Experience:

A high school diploma or equivalent is required; an associate’s or bachelor’s degree is preferred.

2-5 years of administrative experience, ideally in a nonprofit or service-oriented organization.

Work Environment:

Standard office setting with occasional light lifting (e.g., moving office supplies or files).

Job Type: Part-time

Pay: $18.00 - $21.00 per hour

Expected hours: No more than 32 per week

Work Location: In person