Administrative Services Coordinator

Boys & Girls Haven • Louisville, KY

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About The Position

Boys & Girls Haven is seeking an organized, approachable Administrative Services Coordinator to help keep its Louisville nonprofit offices running smoothly. The coordinator serves as a welcoming first point of contact and a dependable resource for staff across the organization, handling front desk reception, office management, maintenance request tracking, and coordination with Facilities. The role also provides backup administrative support for Board, Finance, and HR activities.

The position reports to the Director of HR and is suited to someone who can work independently, solve routine problems, follow tasks through, and recognize when to seek guidance. The schedule is Monday–Friday, 8:30 a.m.–5:00 p.m., with occasional after-hours or weekend work. Applicants must be at least 21 years old and complete required background screenings, pre-employment drug screening, and TB screenings. A valid driver’s license and eligibility for insurability through the agency’s carrier are required. The position may occasionally involve lifting or moving office supplies or equipment weighing up to 25 pounds.

Requirements

• High school diploma or GED.
• At least five years of progressively responsible experience in office administration, office management, facilities coordination, or a related area. A recognized related certification plus at least two years of directly related experience may substitute for the five-year requirement.
• Strong Microsoft Office or similar business software skills, including the ability to build, format, and maintain reports.
• Friendly, professional communication and a helpful approach to working with employees, youth, families, visitors, and vendors.
• Ability to manage competing priorities, protect confidential information, and follow tasks through with limited direction.
• At least 21 years old.
• Completion of required background screenings, pre-employment drug screening, and TB screenings.
• Valid driver’s license and insurability through the agency’s carrier.

Nice To Haves

• Associate’s degree in business, office administration, or a related field.
• Experience with maintenance request systems, email distribution lists, key control, or badge assignment.

Responsibilities

• Welcome visitors, answer incoming calls, and connect people with the appropriate staff member.
• Organize daily office operations, including correspondence, reports, appointments, shared calendars, and meeting spaces.
• Handle incoming and outgoing mail, packages, shipping, and receiving, and maintain the mail and packaging supplies area.
• Maintain office supplies and inventory, gather pricing information, and prepare purchase requests for approval.
• Track maintenance work requests and work orders, route requests to Facilities, follow up on open items, and promptly communicate urgent concerns.
• Coordinate authorized key and badge assignments, maintain assignment records, and track returns.
• Schedule approved vendor visits, obtain quotes, and prepare comparisons for leadership review.
• Maintain organizational email distribution lists.
• Provide backup administrative support for Board, Finance, and HR activities, including scheduling, meeting logistics, and preparing or distributing materials.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED