Administrative Office & Records Coordinator

Guiding Harbor; Belleville (MI); On-site; USD 32,000 - 52,000; Full time

Job summary

Guiding Harbor is seeking an Administrative Office Assistant to provide confidential clerical and administrative support, primarily for the CEO, HR, and Foster Care programs. You will coordinate calendars, records, communications, and routine office tasks to keep programs running smoothly.

Your responsibilities include managing intake and program documents, ensuring confidentiality, and maintaining organized records.

Qualifications

• High School Diploma and 3 years of office support experience.
• Proficiency with Microsoft Word, Excel, Outlook and electronic filing systems.
• Strong written and verbal communication, attention to detail, organization, discretion.
• Ability to work independently and collaborate across departments.

Responsibilities

• Serve as professional first point of contact for calls, visitors, emails, and routine inquiries; route urgent matters promptly.
• Provide administrative support including correspondence, agendas, minutes, notices, data entry, copying, scanning, and filing.
• Coordinate calendars, meetings, room use, and reminders; communicate scheduling changes to staff.
• Maintain organized office areas, monitor supplies, prepare purchase requests, and coordinate equipment needs.
• Create and securely maintain electronic and paper records; ensure confidentiality.
• Prepare program packets; check submissions for completeness and follow up on missing information.
• Schedule resident appointments and coordinate with staff, providers, and caregivers.
• Track deadlines, trainings, and follow-ups; alert supervisors to time-sensitive items.
• Protect confidential information and follow secure handling procedures.
• Report concerns affecting resident welfare or operations through proper channels.
• Participate in meetings and training; complete documentation on time.
• Perform other admin and program-support duties as assigned.

Skills

MS Word

MS Excel

MS Outlook

Electronic filing

Written communication

Verbal communication

Attention to detail

Organization

Discretion

Education

High School Diploma

Associate degree in business administration

Job description

Guiding Harbor is seeking an Administrative Office Assistant to provide confidential clerical and administrative support, primarily for the CEO, HR, and Foster Care programs. You will coordinate calendars, records, communications, and routine office tasks to keep programs running smoothly.

Your responsibilities include managing intake and program documents, ensuring confidentiality, and maintaining organized records.