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Administrative Coordinator

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ORGANIZATION OVERVIEW:

The Hawaii HomeOwnership Center (HHOC) is a nonprofit organization committed to increasing stability for families through homeownership preparation, access to resources, and post-purchase services. HHOC programs are expanding opportunities for Hawaii residents to achieve sustainable homeownership – including those of low and moderate income statewide. The key programs are organized by three HHOC entities or groups that are governed by their own bylaws and board of directors, and work closely together to provide a convenient, “one-stop” resource for homeowners in Hawaii.
1. HHOC: Classes & coaching for homebuyers to understand the purchase process, become mortgage ready, connect with resources, and post-purchase services to ensure sustainability. Foreclosure Intervention and Rental Counseling is also provided to those challenged with their housing payment.
2. HHOC Mortgage: Mortgage broker and lender providing down payment and closing cost assistance programs to allow low-moderate income access to more affordable options to traditional financing. The mission is to provide first-time buyers with access to affordable financing options & provide financial support to HHOC.
3. HHOC Housing & Land Trust: Creates & preserves below-market homeownership opportunities in Hawaii.

HHOC is affiliated with the national organization, NeighborWorks America. HHOC is financially supported by sponsors, donations and grants.

POSITION OVERVIEW:

The Administrative Coordinator is essential to the effective and efficient operation of HHOC. The primary responsibilities of the Administrative Coordinator are associated with providing support to the Executive Director. The other responsibilities are related to support for the program staff. His or her duties are integral to ensuring strong office and administrative functions. This position is responsible for key functions for events, record keeping, and office operations.

Responsibilities:

• Provides administrative support to the Executive Director including but not limited to donor acknowledgement & record keeping, special event preparation & implementation, and board communication.  The Executive Director is responsible for HHOC, HHOCM, and HHLT so this position provides support for all staff and noted affiliates.
  • All of the affiliates have a CPA firm that produces financial statements. Bookkeeping support includes preparing deposits & invoices for payment & recording, providing monthly financial information to the accountants.
  • Communication and administrative support for board meetings & committees as well as other committees.
  • Preparation & support for events and meetings.
  • Tracking and meeting multiple, coinciding deadlines are required.
• File management for events, financial records, personnel, and other administrative functions.  Database management for fundraising and programs is also required.
• Support program staff with addressing initial customer inquiries via email, the website, or phone as needed.  This includes referrals to the proper staff team, processing intake forms & membership payment, record keeping.
• Responsible for office supplies and equipment.  He or she will work with third party vendors and ensure the office has sufficient supplies for general operations and events.
• Recommends improvements in products and procedures as necessary to ensure the optimum efficiency and effectiveness of the service-delivery programs.
• Serve as the primary office staff opening and closing the office, work with the program staff to respond to customers and community inquiries throughout the day.
• Room set-up for meetings as needed (requiring an ability to lift 25 pounds).

Required Experience

• Experience in customer service and administrative responsibilities.

Preferred Skills and Traits

• Fully committed to the overall HHOC mission, vision, and exemplify its values.
• Strong written and verbal communication skills.  Good listener.
• Organized and detail-oriented, critical thinker, and problem solver with good interpersonal skills.
• Quick learner, and adaptable to constant change, new methods and practices.
• Approachable, proactive and helpful to assist others with genuine care and concern.
• Proficient in using Microsoft Office and other computer applications.
• Ability to interact effectively and confidently with individuals at all social, cultural and economic levels within Hawaii.
• Highly motivated individual with a willingness to learn new skills to promote efficiency and successful customer outcomes.
• Ability to identify internal weaknesses, identify solutions, and adapt procedures and protocols to improve systems and outcomes.
• Punctuality, responsiveness, relationships, and meeting deadlines are a priority.

Other Duties

• Is able and willing to participate in HHOC’s events that are held outside of normal business hours.
• Other duties as required for the position.

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