Administrative Coordinator

Houston Housing Authority•Houston, TX

13d

About The Position

The Administrative Coordinator provides administrative, operational, and coordination support to an assigned department or program. The role supports efficient department operations, effective service delivery, and timely completion of departmental activities, following established Agency policies, procedures, guidelines, and requirements. The coordinator maintains accurate records and confidentiality when handling sensitive information, and may support department-specific systems, databases, records, and processes. Responsibilities include general administrative support; maintaining records and documentation; coordinating appointments, meetings, schedules, activities, and events; preparing reports and tracking documents; tracking relocation expenses and budgets; coordinating relocation schedules and service providers; processing invoices and reimbursements; and communicating with relevant stakeholders. The role also supports compliance, reporting, departmental processes, and projects as assigned. Work is routine and guided by established procedures and supervisor direction, though independent judgment may be needed to prioritize assignments and resolve routine administrative issues. Matters outside established procedures are referred to a supervisor or subject matter expert. The position has continuing contact with Agency employees, residents, and relevant partners. It has no direct supervisory responsibility unless specifically designated otherwise and reports to the designated supervisor or manager of the assigned department. Work is principally sedentary and primarily performed in an office setting, with some physical exertion and possible travel between 10 and 25 miles.

Requirements

High school diploma or equivalent.
General office practice and administrative and clerical practices.
Basic data entry and recordkeeping practices.
Basic bookkeeping principles, as applicable to assigned duties.
Customer service practices and professional communication.
Ability to communicate effectively with employees, residents, clients, vendors, community partners, and members of the public.
Ability to handle difficult or challenging interactions appropriately.
Ability to maintain confidentiality and exercise appropriate discretion.
Ability to perform routine duties with limited supervision after receiving appropriate instructions and training.
Strong organizational skills, attention to detail, effective communication, customer service practices, and the ability to manage multiple priorities while maintaining accurate and timely records.

Nice To Haves

Business school or comparable administrative training may be considered.
Relevant experience may be considered in accordance with established Agency requirements.

Responsibilities

Provide general administrative and operational support to an assigned department, program, or functional area.
Maintain organized administrative systems, records, files, reports, and departmental documentation.
Coordinate appointments, meetings, schedules, activities, and departmental events as assigned.
Compile information and prepare administrative reports, logs, spreadsheets, and tracking documents.
Track relocation-related expenses, including moving costs, transportation, lodging, temporary housing, and other approved expenditures.
Prepare monthly expense reports and communicate budget updates to management.
Coordinate relocation schedules, vendors, moving companies, and service providers.
Communicate with employees, residents, clients, or families regarding relocation arrangements, as applicable.
Track relocation requests, deadlines, approvals, and project milestones.
Review and process vendor invoices and expense reimbursement documentation.
Coordinate with accounting or finance to resolve billing discrepancies and ensure timely payments.
Support department-specific program functions, processes, or projects as assigned.
Maintain records and documentation in accordance with Agency policies, procedures, and departmental requirements.
Maintain documentation for departmental operations, reporting, audits, reviews, and other administrative requirements.
Report discrepancies, missing information, unusual circumstances, or issues requiring additional review to the appropriate supervisor.
Coordinate communications, appointments, schedules, documents, and information among relevant stakeholders.
Use tact, courtesy, professionalism, and sound customer service practices when addressing questions, concerns, or complaints.
Perform other related duties as assigned.