Administrative Coordinator - Housing department

Pokagon Band of Potawatomi Indians•Dowagiac, MI

10h•Onsite

About The Position

The Administrative Coordinator is the frontline representative of the Housing & Community Development department, providing administrative support while maintaining decorum and confidentiality when working with clients. The role assists callers and walk-in clients with housing information needs, 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 duties, payment and invoice processing, application support and compliance file maintenance, contractor recruitment and coordination, and support for planning and maintenance activities. The position also assists citizens with forms and housing resources, coordinates meetings and events, maintains department supplies and records, and supports vehicle, credit card, and maintenance administration.

Requirements

High school diploma or GED.
Intermediate proficiency with MS Office applications.
Strong positive-service delivery and oral and written communication skills.
At least two years of administrative work, housing or rental property administrative work, social work, or management experience.
Pokagon Band Preference Code applies.
Competencies include time management and priority setting, adaptability, relationship building, teamwork, and ensuring accountability.

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

Support daily Housing and Community Development Department operations through general office tasks and reception duties.
Complete Housing-related invoice payment requests; code, process, and first-approve payment requests daily.
Recruit and qualify construction contractors for residential and commercial construction work and maintain the Pokagon Band Construction Contractors Database.
Gather and update contract forms and perform vendor and contractor debarment checks using LARA/SAM.gov to ensure 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.
Contact employers and other references to verify application answers and obtain additional information.
Support the Planning Manager with the RFP process, filing, and liaison work between contractors and the Planning Manager.
Support the Maintenance Manager by typing housing inspection reports, sending deficiency cure letters to citizens, and entering work orders for inspection repairs.
Prepare construction requests-for-bid packets, send them to contractors, follow up to support timely contract execution, and communicate progress to appropriate staff.
Send contractor bid forms and award and denial letters.
Coordinate contractor-to-citizen appointments.
Consult with staff to determine goals and task priorities.
Assist citizens with forms and appointments, answer phones, and maintain the filing system.
Assist clients with identifying 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 inventory and order necessary supplies.
Collaborate with Housing Department and other Department teams to support service delivery and maintain a high level of service.
Assist with meeting and event coordination, 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 department vehicles.
Perform other related functions as assigned.