Office Coordinator

Formed in 2007, Advantix Development Corporation serves as the not-for-profit development instrument of the Evansville Housing Authority. Its mission is to own, operate, acquire, and develop housing for low to moderate income families. Since 2007, Advantix has served as developer, and general contractor for both 4% and 9% Low Income Housing Tax Credit development projects. Advantix works with local jurisdictions to develop several types of affordable housing in Indiana and surrounding areas. Currently, Advantix operates approximately 1000 units of affordable housing in Indiana. Providing quality affordable housing opportunities, improving the communities in which we work, and building strong local partnerships are the primary focuses of the Advantix Development Corporation.

SUMMARY

The primary purpose of this position is to coordinate office activities and operations while providing clerical and administrative support to management.

All activities must support Advantix's strategic goals and objectives and produce results that accomplish the goals of the overall organization.

ESSENTIAL JOB FUNCTIONS

Primary areas of responsibility and tasks that may typically be expected include but are not limited to:

Greets and welcomes visitors; answers and directs phone calls.

Performs a broad variety of intermediate clerical and administrative tasks as directed and required for the support of the office.

Prepares office documents and memoranda, which may include higher-level technical, statistical, and narrative reports; distributes copies of documents as directed.

Prepares formal business communication, recurring reports, and similar correspondence; acquires signatures, as necessary.

Maintains front office waiting area, organization of the storage/filing area, and other common areas throughout the building.

Oversees the processing and distribution of internal and external mail and maintain daily Mail log.

Directs and oversees deliveries and vendor services for the building.

Processes monthly readings on copier and postage machine.

Maintains office supplies inventory; order new supplies as needed.

Assists accounting department with purchase orders, manage a/p e-mail inbox, review and enter invoices plus other accounts payable functions as needed.

May collect fees and payments; provides receipts and other records for monetary transactions.

May be required to resolve complaints or answer inquiries.

Collaborates with other departments to complete some office functions.

Performs other related duties as assigned.

BEHAVIORAL COMPETENCIES

Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with sensitive topics and/or irate customers.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity. Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service: Understands that all employees have external and/or internal customers that they provide services and information to; honors all the organization's commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others.

Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains friendly demeanor; values the contributions of others.

Results Orientation: Consistently delivers required results; sets and achieves achievable, consistently complies with quality standards and meets deadlines; maintains focus on organizational goals.

Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the organization to maintain the public's trust.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

EDUCATION, EXPERIENCE AND/OR CERTIFICATION

Associate degree in business administration or High School Diploma with three (3) years' applicable work experience. Two (2) years data entry and computer literacy. An equivalent combination of education and experience may be considered.

Possession of valid Indiana Driver's License.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB COMPETENCIES:

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to prioritize tasks and to delegate them when appropriate.

Ability to perform data entry.

Ability to work effectively with limited supervision.

Proficient with Microsoft Office Suite or related software.

COMPUTER AND ADMINISTRATIVE SKILLS

To perform this job successfully, an individual should have advanced abilities using computer software such as MS Word, and Outlook and should be capable of using internet resources for research and developing reports. Proficient in operating and troubleshooting personal and laptop computers. Ability to learn other computer software programs as required by assigned tasks.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee's job is intermittently sedentary. Will use some repetitive motion of hand-wrist in using computers. Must have normal range of vision to complete paperwork and review documentation; hearing and speech to communicate with executives, employees, co-workers, clients, vendors, contractors, agency/company representatives, etc., on the telephone and/or in person on a frequent basis.

Work involves the normal risks or discomforts associated with an office environment.