Administrative Coordinator

$55,000 - $60,000/Yr

Project Hope Alliance - Costa Mesa, CA

Full-time - Entry Level

Costa Mesa, CA

Social Assistance

About the position

The Administrative Coordinator at Project Hope Alliance (PHA) plays a crucial role in supporting the organization's mission to end homelessness for children and families. This position involves providing high-quality administrative and operational support to ensure smooth day-to-day operations, acting as a point of contact for team members, clients, donors, and partners. The role requires strong organizational skills, attention to detail, and a proactive approach to managing various administrative tasks.

Responsibilities

• Coordinate maintenance of facilities and office equipment.
• Manage daily administrative tasks, including answering phones, handling incoming and outgoing mail, managing emails, and greeting office visitors.
• Maintain and organize office supplies, ensuring necessary inventory is always available.
• Prepare, edit, and distribute documents, reports, and presentations as required by various departments.
• Accurately enter and update data in databases, ensuring confidentiality and security of sensitive information.
• Maintain and organize filing systems, both digital and physical, for easy retrieval of documents.
• Assist in generating, entering, and tracking data and reports on program metrics, finances, and donor contributions.
• Schedule and coordinate meetings, appointments, and travel arrangements for team members.
• Assist in planning and organizing events, board meetings, and special projects as needed.
• Prepare agendas, take detailed meeting notes, and ensure follow-up on action items.
• Serve as a liaison between PHA and external partners, stakeholders, and vendors.
• Provide support in managing donor communications, assisting with thank-you letters, and responding to inquiries.
• Help foster a positive work environment, ensuring all interactions reflect PHA's mission and values.
• Assist with various projects as assigned, including outreach initiatives, fundraising events, and community partnerships.

Requirements

• High school diploma or equivalent; associate's degree or administrative certification is a plus.
• 2+ years of experience in an administrative or office support role, preferably within a nonprofit organization.
• Strong organizational skills and meticulous attention to detail.
• Excellent written and verbal communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with CRM software.
• Ability to handle sensitive information with confidentiality and professionalism.
• Proactive and adaptable, able to manage multiple tasks and prioritize effectively in a dynamic environment.

Nice-to-haves

• Experience in a nonprofit organization.
• Administrative certification.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Paid time off
• Parental leave
• Vision insurance
• Life insurance