Administrative Coordinator - Housing department

Pokagon Band of Potawatomi Indians•Dowagiac, MI

1d•Onsite

About The Position

The Administrative Coordinator serves as the frontline representative for the Housing & Community Development department, providing essential administrative support while maintaining professionalism and confidentiality when interacting with clients. This role involves assisting callers and walk-in clients with their housing information needs, processing rental payments, and staying knowledgeable about all Housing programs and rental properties. The position reports directly to the department Program Manager/Rental Property Manager and also supports the Planning Manager and Maintenance Manager.

Requirements

High School Diploma or GED required.
Intermediate proficiency with MS Office applications required.
Strong delivery of positive service and good communication skills, both oral and written.
Minimum of two (2) years of prior administrative work, housing or rental property administrative work, social work, or management experience required.

Nice To Haves

Associate’s degree in office administration from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation, or the United States Department of Education is preferred.
Minimum of one (1) year of Housing, Rental Property, or HUD experience preferred.

Responsibilities

Support daily operations for the Housing and Community Development Department through general office tasks and reception duties.
Complete payment requests for Housing-related invoices, coding, processing, and first approving them daily.
Recruit and qualify construction contractors for residential and commercial construction work, and maintain the Pokagon Band Construction Contractors Database.
Gather and update all necessary contract forms.
Perform debarment checks on vendors and contractors using LARA/Sam.gov to ensure grant compliance.
Assist the Program Manager/Property Manager with internal compliance tasks, including accurate file maintenance for all programs and projects.
Answer applicant questions about programs and procedures, interpreting and explaining eligibility requirements, application details, payment methods, and fair housing rights.
Interview and investigate applicants for program assistance, compiling, recording, and evaluating personal and financial data to verify application completeness.
Check employers or other references to verify application information and gather further details.
Support the Planning Manager with the RFP process, filing, and liaising between contractors and the Planning Manager.
Support the Maintenance Manager by typing Housing Inspections, sending deficiency notices to citizens, and entering work orders for inspection repairs.
Prepare construction requests for bid packets, follow up with parties for timely contract execution, and communicate progress to appropriate staff.
Send out contractor bid forms, award, and denial letters.
Coordinate contractor-to-citizen appointments.
Consult with staff to determine goals and their priority.
Assist citizens in completing forms, making appointments, answering phones, and maintaining the filing system.
Assist clients with information on housing resources outside of the Tribe.
Assist the Rental Property team with the administration of maintenance work orders.
Create and mail quarterly Housing newsletters.
Maintain inventory and order necessary supplies for the Department.
Collaborate with Department teams to ensure services are provided and maintain a high level of service.
Assist in coordinating meetings and events, including setup and cleanup.
Attend key meetings and take minutes.
Balance department credit cards, collect receipts, and report information to the Finance Department.
Maintain department vehicle clipboards, keys, and mileage reports.
Schedule and track maintenance and repair work for all department vehicles.