Office Manager

Company: Neighborhood Housing Services of South Florida

Location: Miami, FL

Job Function: Administrative/Operations/IT


Background

Neighborhood Housing Services of South Florida is currently celebrating 41 years of helping South Florida families achieve the dream of homeownership, revitalize neighborhoods, and access affordable housing. From our earliest days, our founders and partners in the community envisioned educated homebuyers as the lynchpin of vibrant communities in which residents were deeply invested in the economic development and well-being of their immediate neighborhoods. NHSSF is a 501(c) nonprofit community development organization that specializes in homeownership and neighborhood stabilization in Miami-Dade and Broward Counties. Our programs fall into five lines of business: Homeownership Education and Counseling, Lending, Real Estate Sales, Housing Development, and Community Building. Our comprehensive set of services positions us as a “one-stop shop” to empower nearly 1,500 households annually. Education and counseling, affordable housing opportunities and community engagement are at the core of our strategic structure to serve South Florida’s most vulnerable residents and communities.

Having worked with thousands of families to become homeowners over the last 41 years, NHSSF has nuanced insight into the barriers low-income families face in our region. The proposed financing products incorporate our understanding of the unique needs of marginalized communities, particularly Black communities, that continue to lag behind other groups in homeownership, income and wealth measures. Our goal is to bridge the affordability gap, allow maximum layering, offer a sustainable loan product that can be paid back, allowing NHSSF to create a revolving fund that will benefit the communities we serve for years to come.

Our services are time honored but modernized to fit the needs of today’s LMI consumer. As a performance-based organization, we use data to understand our customers and to continuously refine and improve our service offerings. The three key factors that differentiate NHSSF is: 1) our commitment to a “one stop” model; 2) Our ability to leverage the brain trust of a 300 strong network of NeighborWorks affiliates; 3) an effective business model complemented by intersectionality with other key industries. NHSSF operates as an educator, counselor, trainer, lender, and housing developer. We provide group education and training focused on financial capability, credit repair, and understanding the homebuying process and transmit that information through group education and one-on-one counseling. As our customers become mortgage ready, we link them with other real estate and financing service providers. Although, NHSSF is a lender, our goal is to provide our customers with choices and options; therefore, we work with nearly a dozen other community lending programs to provide our customers with a wide range of options. As a residential housing developer, we bring affordable inventory into the marketplace for our customers. We understand that advancing communities requires that we intersect community development principles with clean energy, the visual and performing arts, resiliency, transportation and other key sectors. It is through this holistic approach that we can collaborate with residents to bring about impactful and systemic change. For example, NHSSF expanded its lending to include clean energy and resiliency loans that will allow our customers to invest in energy efficiency and renewable measures and resiliency measures to harden their homes against extreme weather events.

Summary

Exempt Position Objective: Responsible for office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. This role also provides executive administrative support and dealing with accounts receivable and payable, payroll processing and onboarding new hires as well as support for community building and engagement efforts to strengthen community engagement and awareness.
The bookkeeper performs work, including but not limited to performing work of a diverse character; serving as bookkeeper; purchasing materials and equipment; conducting invoice activities; paying vendors for delivered materials; handling payroll functions; and performing clerical/administrative functions.

Responsibilities

Office Management
1. Ensure smooth flow of work processes at the office. This includes identifying inefficient, inconsistent, or undefined processes; establishing improved workflows; and getting employee buy in and participation in change.
2. Serve as office receptionist: answer phones and welcome guests.
3. Act as the point person for maintenance, mail, supplies, and equipment. Manage related budgets.
4. Manage electronic and physical filing systems. Maintain/purge files according to company policy.
5. Oversee company subscriptions, memberships, and sponsorships, including scheduling attendees at sponsored events.
6. Troubleshoot office equipment (copier, phone, alarm system) issues and coordinate repairs/updates. Executive Administrative Support
7. Manage Outlook calendars for executives.
8. Make conference reservations and arrange travel and hotel accommodations for staff.
9. Coordinate bimonthly board meetings; compile and distribute board packets.
10. Serve as in-house expert on Microsoft Office programs including Excel, Word, and PowerPoint.
11. Oversee onboarding of new employees
12. Order supplies, set up required workspace and technology, and provide orientation.
13. Acquire and/or maintain Notary Public designation and capabilities.
14. Communications/Marketing Support
15. Assist with social media, project photography, website content/updates, and photo file maintenance.
16. Coordinate company events (lunches, bus tours, etc.). Manage event budgets.

Requirements

Experience and Qualification Requirements:
1) Minimum of three years Office Management experience required.
2) Prior grant compliance and accounting experience preferred.
3) Must have working knowledge of accounting.
4) Outstanding organizational skills.
a) Ability to organize own work, set priorities, meet critical deadlines and exercise professional judgment.
b) Strong verbal/written communication and proofreading skills.
c) Proven administrative skills with proficiency working with Microsoft Office 365, data management, and website platforms
d) Ability to work independently with little or no supervision and accept responsibility/ownership for assignments.
e) Strong reasoning and analytical skills.
f) Self-starter, able to anticipate, identify, and solve problems.
g) Ability to juggle multiple priorities at once.
h) Excellent time management skills.
i) Quality-minded with unwavering attention to detail.
j) Positive attitude and strong interpersonal skills – able to work with people at all organizational/community levels.
k) Team player – committed to working in a collaborative, team environment.

Compensation and Benefits

Salary and Benefits:
1) Compensation program commensurate with job responsibilities, skills required and job performance and meeting with regulatory requirements.
2) Benefits are described in the Personnel Policy provided to each employee.

How to Apply

You may apply directly from our website at https://nhssf.org/about-nhssf/employment/ or send an email with cover letter to resume@nhssf.org.