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. It involves maintaining administrative systems and records, coordinating schedules and events, preparing tracking documents and reports, and supporting relocation-related expenses, logistics, invoices, and payments. The position follows established Agency policies and procedures, maintains confidentiality when handling sensitive information, and refers unusual circumstances or matters outside established procedures to the appropriate supervisor. The work is principally sedentary and primarily in an office setting, with some travel between 10 and 25 miles potentially required.

Requirements

High school diploma or equivalent.
General knowledge of office 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, sound customer service practices, and ability to manage multiple priorities while maintaining accurate and timely records.
Ability to understand and follow written and oral instructions and established policies, procedures, and guidelines.
Ability to use independent judgment to prioritize assignments, resolve routine administrative issues, respond to inquiries, or determine appropriate administrative processes.

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 other departmental documentation.
Coordinate appointments, meetings, schedules, activities, and departmental events as assigned.
Compile information and prepare administrative reports, logs, spreadsheets, and tracking documents.
Track and maintain 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.
Provide administrative coordination and operational support to an assigned department or program, including department-specific functions, processes, or projects as applicable.
Maintain records and documentation in accordance with Agency policies, procedures, and departmental requirements, and support operations, reporting, audits, and reviews.
Report discrepancies, missing information, unusual circumstances, or issues requiring additional review to the appropriate supervisor.
Coordinate communications, appointments, schedules, documents, and other information among relevant internal and external stakeholders.
Use tact, courtesy, professionalism, and sound customer service practices when responding to questions, concerns, or complaints.
Maintain confidentiality and follow Agency protocols when handling sensitive information.
Perform other related duties as assigned.