What are the responsibilities and job description for the Office and Retail Coordinator position at Habitat for Humanity of Champaign County?
Summary: This position reports to the Executive Director. The person in the position must be committed to excellence as they represent Habitat for Humanity while serving our community. The Office and Retail Support Coordinator maintains, completes, and organizes the necessary build file documents for compliance and consistency; supports the ReStore with scheduling and organizing, develops and maintains office processes and procedures; helps with the payables process; and completes other duties as assigned. The Office and Retail Support Coordinator must understand and adhere to confidentiality policies relating to personnel and homeowners. The following is an overview of the responsibilities and expectations for this position.
Duties include but are not limited to:
1. Support ReStore Operations – 35%
o Manage the ReStore pickup schedule. Follow up with every scheduling and pick-up request. Ensure donations meet minimum requirements. Maintain a positive demeanor and relationship with each potential donor and supporter of Habitat.
o Complete next day confirmation calls for the pick-up schedule and plan the route for the donation ambassadors while ensuring donors have a great experience.
o Spend time each day by reviewing and updating the vignettes and reviewing the collectibles area to ensure items are priced and displayed appropriately. Support volunteers and staff in these areas as needed.
o Support the donation tracking process at the ReStore – Gather tally sheets, update the donation tracking spreadsheet. Ensure that drop-off and pickup schedule donations are counted separately.
o Help with ReStore signage and customer relations as needed.
o Help with customer calls and inquiries throughout the day on the availability of items in the ReStore.
o Help as a ReStore Associate to fill-in and to cover breaks if needed.
2. Maintain, complete necessary documents, and organize build files – 25%
o Create lien waivers for checks made to contractors (including work completed at 1914 Glenn Park). Mail or email them & have signed and notarized completed documents before sending or having them pick-up their check.
o Keep updated Certificate of Liability Insurance document for all contractors.
o Ensure W-9’s are up to date. Assist with Worker’s Compensation audit as needed.
o Maintain all build files. Keep them organized and ensure all documents are included and up-to-date.
o Keep the contractor/supplier list updated online with preferred person, method of contact, and other key data as needed.
o In support of the Construction Director, send out quotes as directed and make sure all work contracts are signed for quoted work before work starts each season.
o Track build costs by house in an online budget file or tracking software.
o Assist with grant support documentation as requested by the Executive Director.
o Complete gift-in-kind ordering working with the Community Outreach Director and track in and online sheet.
3. Office support and assistance – 20%
o Answer the phone consistently, politely, and positively as the first contact for all clients, donors, and customers when ReStore staff are unavailable to take calls.
o Ordering and re-stocking of office, breakroom, and janitorial supplies.
o Obtain and maintain notary certification to assist in notarizing Habitat documents and lien waivers as needed.
o Complete general office upkeep including sweeping and mopping common office area floors.
o Order business cards, letterhead, envelopes, and other standard office materials.
o Mail donation letters and other correspondence as needed.
4. Support the accounts payable process - 10%
o Mail bills every two weeks – address envelopes, mail out checks, and file.
o Assist the Construction Manager in coding bills and receipts as necessary. Ensure that credit card bills are turned around quickly.
o Pull grant related invoices and lien waivers per request.
5. Other duties as assigned – 10%
o Attend and support activities with the Construction Committee.
o Track of all staff birthdays and employment anniversaries. Present cards and thank you gift to staff on their birthday.
o Attend all required staff meetings.
o Support fundraising activities for Habitat such as RTW and Home Matters.
o If the ReStore Director requires help, make follow up calls on items in the sold area for pickup, helping keep the area neat and available for newly sold products.
Job Type: Full-time
Pay: $19.00 - $20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $19 - $20