Office Assistant

Description

Full-time, Non-Exempt, Hourly

Remote:
No

Typical hours of work: 9:00 AM – 5:00 PM;
Monday - Friday

Vice President of Mortgage Servicing

The office assistant will organize and coordinate office administration and procedures. This position is responsible for developing intra-office communication protocols, streamlining administrative procedures, and managing office services and related activities. Offers support to the Executive and Leadership team related to office administration functions. Is experienced in handling a wide range of administrative duties and can work independently. This position is responsible for providing arrangements for office meetings, both internal and external.

• Picks up, opens, and date stamps all mail; delivers to the appropriate person.
• Manages the front desk and serves as the first point of contact for all affiliate-related questions.
• Answers phone calls, checks, and replies to voice mails.
• Serves as the first point of contact for all homeowner and homeowner candidate-related questions.
• Offers administrative support to the mortgage servicing team.
• Serves as the point person for maintenance, mailing, and shipping requests as needed by the affiliate. This includes Fed Ex, UPS, US Mail, etc.
• Serves as the point person for Dex, maintains proper functionality of leased and owned printer equipment, including ordering toner for the printer.
• Serves as the point person for Anago or the janitorial company to ensure the cleanliness of the administrative headquarters and additional one-off locations as needed.
• Participates actively in the planning and execution of organization-wide events.
• Replenishes postage meter as necessary.
• Ensures updated organizational chart, voicemail, contact list, office closures, and email changes for staff.
• Orders office supplies for all HfHTBG office locations.
• Manages Stevens & Stevens document management.
• Prepares conference room for meetings.

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Detail-oriented with the ability to manage multiple tasks in a fast-paced, at times stressful environment.
• Strong analytical and problem-solving skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient in basic computer applications, such as Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and in team environments.
• Maintains confidentiality of information.
• Willingness to learn and take on additional responsibilities with appropriate training and supervision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

• Associate's degree or higher preferred.
• At least two years’ related experience required.
• Ability to read, analyze, and interpret general business information.
• Understand how to separate and combine tasks into an efficient workflow.
• Builds constructive and effective relationships.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands, reach with hands/arms, listen, and communicate. The employee must be capable of lifting and/or moving up to 30 pounds on a necessary basis, occasionally required to stand and walk for long extended periods of time, climb or balance, and stoop, kneel, crouch, or crawl.

Please note this job description is designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job, but is not limited to this.

Duties, responsibilities, and activities may change at any time with or without notice.

Habitat for Humanity Tampa Bay Gulfside (TBG) actively recruits, employs, trains, and compensates employees regardless of race, color, religion, sexual orientation, gender identity or expression, gender, national origin, age, disability, genetics, or veteran status. In addition to federal law requirements, Habitat TBG complies with applicable state and local laws governing nondiscrimination in employment in every location. This policy applies to all terms and conditions of employment, including workplace harassment.