Administrative Programs Coordinator

Habitat For Humanity International; Fort Lauderdale (FL); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Habitat Broward is seeking an Administrative Coordinator to support the COO, VP of Construction, and VP of Homeowner Services. This role coordinates calendars, prepares agendas and reports, handles travel, and maintains records across departments to keep housing projects and homeowner programs on track.

The position requires at least three years of senior-level admin experience, strong communication skills, and proficiency with Microsoft Office and SharePoint.

Qualifications

• Three or more years of progressively responsible administrative experience supporting senior leadership.
• Experience in nonprofit organizations, construction, real estate development, affordable housing or related field preferred.
• Excellent organizational, time management and multitasking skills.
• Strong written, verbal and interpersonal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint and electronic document management systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail with the ability to prioritize competing responsibilities in a fast-paced environment.

Responsibilities

• Provide administrative and operational support to the COO, Vice President of Construction, and Vice President of Homeowner Services.
• Manage complex calendars, schedule meetings and coordinate internal and external appointments.
• Prepare agendas, presentations, correspondence, reports and meeting minutes.
• Coordinate travel arrangements and process expense reports as needed.
• Maintain electronic and paper filing systems in accordance with organizational record retention policies.
• Assist with special projects, research and administrative initiatives as assigned.
• Maintain confidentiality while handling sensitive organizational and personnel information.
• Coordinate and organize construction project documentation, including contracts and permits.
• Schedule and coordinate meetings with contractors, consultants, vendors, municipalities and project partners.
• Track project timelines, administrative deadlines, and document submissions.
• Assist with procurement documentation and contract administration.
• Support departmental reporting and document management.
• Assist with homeowner education classes, orientations and special events.
• Registration platform administration and workshop/event logistics such as room setup and PowerPoint/material preparation.
• Support in maintaining applicant and homeowner files and program documentation.
• Sweat equity and milestone tracking.
• Assist with communications to homeowners.
• Support program reporting and compliance documentation.
• Homeowner services shared inbox management and general follow-up unrelated to a specific specialist role.
• SharePoint/folder maintenance, file labeling, inventory management and general records housekeeping.
• General department administration, including serving as the primary department administrator and routing inquiries professionally.
• Coordinate incoming and outgoing correspondence.
• Assist with planning and coordinating organizational meetings, events, and workshops.
• Perform other duties as assigned to support organizational operations.

Skills

Administrative support

Microsoft Office

Communication

Confidentiality

Tools

Word

Excel

PowerPoint

Outlook

SharePoint

Job description

The Administrative Coordinator provides comprehensive administrative and operational support to the Chief Operating Officer (COO), Vice President of Construction, and Vice President of Homeowner Services at Habitat for Humanity of Broward. Serving as a key member of the administrative team, this position coordinates activities across multiple departments to ensure efficient operations, effective communication, accurate documentation, and timely completion of organizational priorities. The administrative coordinator plays an integral role in supporting affordable housing development projects, homeowner services programs and organizational initiatives while maintaining a high level of professionalism, confidentiality and customer service.

Responsibilities:

Administrative Support

• Provide administrative and operational support to the COO, Vice President of Construction, and Vice President of Homeowner Services of Habitat Broward.
• Manage complex calendars, schedule meetings and coordinate internal and external appointments.
• Prepare agendas, presentations, correspondence, reports and meeting minutes.
• Coordinate travel arrangements and process expense reports as needed.
• Maintain electronic and paper filing systems in accordance with organizational record retention policies.
• Assist with special projects, research and administrative initiatives as assigned.
• Maintain confidentiality while handling sensitive organizational and personnel information.

Construction Department Support

• Coordinate and organize construction project documentation, including contracts, permits, compliance records and project files.
• Schedule and coordinate meetings with contractors, consultants, vendors, municipalities and project partners.
• Track project timelines, administrative deadlines, and document submissions.
• Assist with procurement documentation and contract administration.
• Support departmental reporting and document management.

Homeowner Services Support

• Assist with the coordination of homeowner education classes, orientations and special events.
• Registration platform administration and workshop/event logistics such as room setup, supplies, handouts, food shopping and PowerPoint/material preparation.
• Support in maintaining applicant and homeowner files and program documentation.
• Sweat equity and milestone tracking.
• Assist with communications to prospective, current and previous homeowners.
• Support program reporting and compliance documentation.
• Homeowner services shared inbox management and general follow-up unrelated to a specific specialist role.
• SharePoint/folder maintenance, file labeling, inventory management, storage room management and general records housekeeping.

General Office Administration

• General department administration, including serving as the primary department administrator, answering calls, responding to voicemail and routing general inquiries professionally.
• Coordinate incoming and outgoing correspondence.
• Assist with planning and coordinating organizational meetings, events, and workshops.
• Perform other duties as assigned to support organizational operations.

Qualifications:

• Three or more years of progressively responsible administrative experience supporting senior leadership.
• Experience in nonprofit organizations, construction, real estate development, affordable housing or a related field preferred.
• Excellent organizational, time management and multitasking skills.
• Strong written, verbal and interpersonal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint and electronic document management systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail with the ability to prioritize competing responsibilities in a fast-paced environment.

Preferred skills

• Experience supporting construction administration or project management activities.
• Familiarity with affordable housing programs, community development or nonprofit operations.
• Experience coordinating multiple departments, projects and executive schedules.
• Ability to work independently while fostering collaborative relationships across the organization.

Core Competencies

• Organizational excellence.
• Professional communication.
• Initiative and accountability.
• Problem-solving and critical thinking.
• Collaboration and teamwork.
• Time management.
• Confidentiality and integrity.

Physical needs and work environment:

• Full-time position, Monday through Friday, with some evening and weekend work required.