Administration Assistant - Spanish Speaking

Key Responsibilities

Administrative Support

• Provide administrative support to the Shelter Director and staff, including scheduling meetings, preparing documents, and managing correspondence.
• Maintain and update shelter records, including client files, volunteer logs, and staff schedules.
• Answer phone calls and emails, directing inquiries to the appropriate personnel.
• Organize and maintain office supplies, ensuring adequate stock levels.

Client and Volunteer Coordination

• Greet and assist shelter residents, visitors, and volunteers in a professional and compassionate manner.
• Help coordinate volunteer schedules and maintain volunteer records.
• Assist with intake procedures by ensuring proper documentation is completed and filed.

Operations and Compliance

• Assist with data entry, reports, and documentation to ensure compliance with shelter policies and regulatory requirements.
• Support the coordination of shelter programs, events, and training sessions.
• Track and maintain financial records, including petty cash management and expense reports.

Facility and Safety Assistance

• Assist in maintaining a clean and organized office space.
• Ensure emergency contact lists and safety protocols are up to date.
• Support shelter staff in coordinating maintenance and facility-related requests.

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Human Services, or a related field preferred.
• 1-3 years of administrative experience, preferably in a nonprofit, social services, or shelter setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with confidentiality and professionalism.
• Strong organizational and multitasking abilities in a fast-paced environment.
• Passion for supporting individuals experiencing homelessness or crisis situations.