Administrative Coordinator - Housing department

Pokagon Band of Potawatomi Indians•Dowagiac, MI

About The Position

The Administrative Coordinator is the frontline representative of the Housing & Community Development Department and provides administrative support while maintaining professionalism and confidentiality when working with clients. The role assists callers and walk-in clients with housing information, accepts and processes tenant rental payments, and maintains knowledge of Housing programs and rental properties. The position is directly supervised by the Program Manager/Rental Property Manager and supports the Planning Manager and Maintenance Manager. The coordinator supports department operations through reception and general office work, payment processing, program and project file maintenance, contractor recruitment and qualification, and assistance with compliance. The role also supports construction procurement and contracting, maintenance and rental-property administration, client applications and referrals, meetings and events, communications, inventory, credit-card reconciliation, and department vehicle administration. Other related duties may be assigned.

Requirements

High school diploma or GED.
Intermediate proficiency with MS Office applications.
Strong positive-service skills and good oral and written communication skills.
At least two years of prior administrative work, housing or rental-property administrative work, social work, or management experience.

Nice To Haves

Associate’s degree in office administration from an accredited institution whose program of study is recognized by the Council for Higher Education Accreditation or the United States Department of Education.
At least one year of Housing, Rental Property, or HUD experience.

Responsibilities

Perform general office tasks and reception duties to support daily Housing and Community Development Department operations.
Complete payment requests for Housing-related invoices; code, process, and provide the first approval for payment requests daily.
Recruit and qualify construction contractors for residential and commercial work, maintain the Pokagon Band Construction Contractors Database, and gather and update contract forms.
Conduct vendor and contractor debarment checks using LARA/SAM.gov to support grant compliance.
Assist the Program Manager/Property Manager with internal compliance tasks, including accurate file maintenance for programs and projects.
Answer applicants’ questions about programs and procedures, and explain eligibility requirements, application details, payment methods, and fair housing rights.
Interview and investigate applicants for program assistance; gather, compile, record, and evaluate personal and financial information to verify application completeness.
Check employers and other references to verify application information and obtain further details.
Support the Planning Manager with the RFP process and filing, and act as a liaison between contractors and the Planning Manager.
Support the Maintenance Manager by typing Housing inspection documents, sending deficiency letters to citizens, and entering work orders for inspection repairs.
Prepare construction requests-for-bid packets, send bid forms and award or denial letters, follow up with parties to support timely contract execution, communicate progress to staff, and coordinate contractor-to-citizen appointments.
Consult with staff to determine goals and priorities.
Help citizens complete forms and make appointments; answer phones and maintain the current filing system.
Assist clients with information about available and appropriate housing resources outside the Tribe.
Assist the Rental Property team with administration of maintenance work orders.
Create and mail the quarterly Housing newsletter.
Maintain department supply inventory and order necessary supplies.
Work collaboratively with Housing Department teams and other departments to maintain service quality.
Assist with coordinating meetings and events, including setup and cleanup; attend key meetings and take minutes.
Reconcile department credit cards, collect receipts, and report information to the Finance Department.
Maintain department vehicle clipboards, keys, and mileage reports, and schedule and track vehicle maintenance and repairs.
Perform other related functions as assigned.