Office Support Specialist

Avesta Housing•Portland, ME

23h•Onsite

About The Position

Avesta Housing is seeking a dependable and service-oriented Office Support Specialist to help ensure our main office operates efficiently and feels welcoming to employees, visitors, and partners alike. In this essential support role, you’ll provide day-to-day administrative and operational assistance, coordinate front-desk and office logistics, and help maintain an organized, functional workspace. You’ll work closely with the Office Manager and teams across the organization to support administrative processes, office operations, and employee needs—using strong judgment, attention to detail, and a collaborative mindset. Every day, your work will contribute to a professional, supportive environment that enables Avesta’s mission of improving lives through quality, affordable homes. This role is a great fit if you: Enjoy supporting others and keeping offices organized and running smoothly, Bring strong administrative, coordination, and customer service skills, Thrive in a dynamic environment with changing priorities, Want your work to directly support a mission-driven organization and its people.

Requirements

High school diploma or equivalent required.
At least one year of experience in an office, administrative support, front desk, receptionist, customer service, or similar operational support role required.
Experience using office equipment, digital files, shared systems, and standard office software required.
Proficiency with standard office technology, hardware, and software, including word processing, spreadsheets, email, printers, scanners, and similar tools.
Strong organizational skills and attention to detail.
Strong customer service and interpersonal skills.
Strong written and verbal communication skills.
Ability to communicate professionally in person, by phone, and in writing with a wide range of internal and external contacts.
Ability to follow instructions, ask questions when needed, and exercise sound judgment within the scope of the role.
Practical problem-solving ability.

Nice To Haves

Associate degree, relevant administrative training, or coursework in office administration, business, communications, or a related field preferred.
Equivalent combinations of education, training, and relevant experience may be considered.
Experience providing administrative support in a busy office environment with changing priorities preferred.
Experience supporting routine office operations such as mail handling, document management, ordering supplies, scheduling support, or general office coordination preferred.
Experience supporting multiple internal partners or departments at once preferred.

Responsibilities

Provide day-to-day administrative and operational assistance.
Coordinate front-desk and office logistics.
Help maintain an organized, functional workspace.
Support administrative processes, office operations, and employee needs.
Act as a professional and welcoming point of contact for visitors, callers, employees, vendors, and other contacts.
Manage multiple tasks, interruptions, deadlines, and shifting priorities in a professional manner.
Work both independently and collaboratively as part of an administrative or cross-functional team.
Handle mail, manage documents, order supplies, provide scheduling support, and general office coordination.
Use office equipment, digital files, shared systems, and standard office software.
Support multiple internal partners or departments at once.
Identify and suggest efficiencies or improvements.