Administrative Assistant/Events Coordinator

Neighborhood Service Organization; Detroit (MI); On-site; USD 35,000 - 45,000; Full time

Job summary

A nonprofit organization in Detroit is seeking an Administrative Assistant/Events Coordinator to support the Homeless Recovery Services team. The role involves providing customer service, managing appointments, and performing clerical tasks. Ideal candidates will have strong communication and organizational skills, along with a commitment to supporting clients in need. This position requires a valid Michigan driver's license and proficiency in office software.

Qualifications

• 1 year minimum experience in an administrative assistant or client-facing role.
• Proficiency in MS Office and general office equipment.

Responsibilities

• Provide exceptional customer service and support to clients.
• Assist with client event coordination and data collection.
• Perform clerical duties including filing and data entry.

Skills

Communication

Time Management

Organizational Skills

Customer Service

Problem Solving

Education

High School Diploma or equivalent

Tools

MS Office

Homeless Management Information System (HMIS)

Job description

Overview Of Duties And Responsibilities:

Neighborhood Service Organization’s (NSO’s) Administrative Assistant/Events Coordinator, as part of the Homeless Recovery Services (HRS) team and in collaboration with the Corporate Development team, is responsible for providing exceptional customer service to clients and other stakeholders who arrive at NSO. The position plays an integral part of the housing service team by providing support services including a welcoming environment, triaging client issues and concerns, arranging for client’s internal and external appointments, and working with the HRS Leadership, Corporate Development, and other NSO teams on collecting appropriate data for donations and asset management, as well as preparing reports as needed. The role also involves completing general office tasks, recording and writing meeting minutes, maintaining computer files, generating reports for quality improvements and outreach activities, and creating and maintaining systems for data collection.

The position is also responsible for stocking apartments for new residents and replacing household items as needed, as well as assisting with client event coordination within their assigned NSO program. The employee must have a strong knowledge of NSO’s programs and services, respond to HRS clients and staff, process documentation, address facility and equipment needs, and perform clerical duties to optimize operations. Meeting or exceeding key productivity metrics is essential. Candidates should possess strong communication, time management, and organizational skills.

Driving/Travel Requirements

• Will drive NSO Vehicle
• Must have access to reliable private transportation
• Must maintain valid MI driver’s license/State ID
• Must maintain automotive insurance
• Must be able to visit locations while working for NSO
• Will be expected to travel on NSO time

Annual Training

• CPR and First Aid training are required for this position
• Non-Violent Intervention training is required for this position

Supervisory Responsibilities

• Additional Trainings will be required
• None

Education, Licensure And Experience Requirements

Education: High School Diploma or equivalent

Minimum Required Experience: 1-year minimum experience in an administrative assistant, receptionist, client-facing, or related role. Proficiency in Homeless Management Information System (HMIS) preferred.

Additional Requirements

• Proficiency in MS Office (Word, Excel, PowerPoint & Outlook)
• Ability to learn additional software
• Proficiency in general office equipment (PC, printer/fax/copier, telephony system)
• Proficiency in data entry, filing
• Experience with multi-line phone systems
• Valid Michigan Driver’s license/access to private transportation

Job Knowledge and Comprehension

• Primary Job Role
• Ability to multitask, manage time, and prioritize independently
• Focus on providing exceptional customer service; face-to-face interactions are expected
• High level of professionalism
• Excellent communication and organizational skills

Essential Job Duties

• Answer phone calls, process mail/deliveries, and handle additional requests
• Greet clients and guests, coordinate and manage check-ins
• Receive packages, process mail, and prioritize requests
• Manage meetings, room reservations, and send appointment reminders
• Scan, label, and upload documentation
• Process referrals, incident reports, and medical records requests
• Perform clerical duties: filing, photocopying, transcribing, faxing
• Open assigned Service Area, courier between facilities
• Resolve facility issues, manage check requests and invoices, petty cash reconciliation, and mileage logs
• Run and analyze data reports, draft correspondence
• Provide additional training to staff as needed
• Assist with client event coordination and stock apartments for new residents
• Collect and track data for donations and asset management
• Other duties as assigned

Productivity

• Assist clients with scheduling, resource acquisition, and event coordination
• Ensure timely data entry, program material maintenance, petty cash reconciliation, mileage submission, and mail processing
• Run and analyze reports monthly

Administrative And Professional Skills

• Adhere to policies and procedures
• Excellent written and verbal communication
• Courteous customer service
• Maintain technological skills and learn new software
• Multi-tasking, problem-solving, and organizational skills
• Maintain a safe, clean work environment
• Document and communicate actions and needs
• Support quality and performance standards
• Work effectively with others, be organized, and maintain attendance
• Represent NSO professionally and promote its mission
• Support a harmonious work environment and personal development

Working Conditions And Necessary Capabilities

• Work in an office environment with typical noise levels
• Bend, stoop, reach, and perform fine motor tasks
• May be exposed to chemicals and infectious agents
• Lift up to 25lbs occasionally
• Continuous seeing, talking, listening; frequent sitting and standing; occasional driving and travel

Additional Working Conditions

• Compliance with COVID-19 vaccination policy or exemptions
• Travel between NSO locations as needed

Disclaimer: The above describes the general nature of work and is not exhaustive. NSO reserves the right to amend this job description at any time. NSO is an Equal Opportunity Employer committed to diversity and inclusion.