Program Coordinator Office Assistant Jobs (NOW HIRING)

Intro/Program Description: West 140th street is a Permanent Supportive Housing Residence for formerly homeless adults with mental illness several of whom are aging in place. On-site services include case management, entitlement assistance, financial planning and budgeting, medical and psychiatric care, substance abuse counseling, a meals program, group activities and 24hour/7day per week front desk security.

Purpose of Position: The Housing Coordinator / Office Assistant is responsible for providing administrative and customer service support to ensure the efficient operation of housing programs and office functions. This role assists with coordinating housing referrals and Leases , maintaining accurate records, scheduling appointments, communicating with clients and community partners, and supporting daily office operations. The position helps ensure services are delivered professionally, efficiently, and in compliance with organizational policies and procedures.

Schedule: Monday through Friday from 9:00 am to 5:00 pm

Salary Range: $50,000- $55,000

Roles, Responsibilities and Essential Duties:

• Assists Program Director and Building Manger in all aspects of office functioning, including operating and maintaining the office i.e.) computer, typing, copying and filing
• Greeting and announcing all clients, Escorting vendors throughout the building, and other visitors to the office
• Ensure that all outgoing mail is properly posted and sent daily
• General oversight of all office and maintenance supplies, office equipment, and program supplies including tracking inventory and ordering within budget and with PD and BM approval
• Order, track and organize office and program supplies for Building and Social Service staff
• File, organize, assemble  and maintain client charts, incident reports, building maintenance files, and other forms as needed
• Responsible for all requestor duties as it related to GRCC’s fiscal department on to enter and follow up on project invoices, petty cash reconciliation and disbursement forms, and other pertinent records.
• Track Petty Cash receipts and submit monthly Petty Cash reports
• Track, code and submit all monthly invoices into the online Intacct Financial System
• Track and organize all office paperwork to determine what should be kept onsite or shredded based on funder requirements
• Track and record monthly intakes in AWARDS, CAIRS and YARDI
• Track and Assist with the completion of quarterly Apartment inspections
• Collection monthly rent payments from clients, copy, file and deliver rent to third party management company as directed by Building Manager.
• Work Collaboratively with Social Services and Building Management to assist with completing application packets with clients for section 8 rental subsidies, and one-shot deals
• Work collaboratively with Social Services and Building Management to assist clients with re-certification of section 8 rental subsidies, and lease renewals Attend Staff meeting, training and coaching sessions to improve staff development
• Perform any other tasks or errands needed for overall operations as deemed necessary by the Program Director and Building Manger

Qualifications/Educational Requirements

• High School Diploma or GED required,
• Associates Degree Preferred
• Prior experience in housing office management preferred

Skills, Knowledge and Abilities

• Prior work Experience with homeless/ mentally Ill individuals preferred, but not required
• Knowledge of low incomes subsidies, HQS inspections and building violations
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Ability to learn and use multiple databases, including AWARDS and Intacct.
• Highly organized, detail-oriented, and systems-savvy.
• Strong communication skills; compassionate and personable; team-oriented.
• Detailed oriented and systems savvy

Computer Skills: To perform this job successfully, an individual should be:

• Proficient in Microsoft Office programs including Excel, Word, Power Point etc.
• Able to use or learn multiple data bases including AWARDS and Intacct.

Physical Requirements

• Primarily computer work
• Must be able to lift of up to 30lbs
• Walking to visit clients in apartments
• Travel to the main office and 3rd party management office weekly

Work Environment

• Indoor Office
• Occasional visits to client apartments
• Occasional field work to funders offices
• Ability to work flexible schedule if needed

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position.  Employees may be requested to perform job related task other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.