Facilities & Buildings Administrative Specialist

Homes-For-the-Homeless; New York (NY); On-site; USD 42,000 - 45,000; Full time

Benefits offered by this job

Health insurance

403(b) retirement plan

Commuter benefits

3 weeks paid vacation

Job summary

Homes for the Homeless is seeking a Buildings Administrative Assistant to support the Associate Director of Facilities at our Central Office in New York. The role requires strong organization, effective communication, and the ability to manage multiple duties in a fast-paced environment.

The candidate will handle calendars, correspondence, and meetings, coordinate with internal teams and external vendors, and contribute to reporting and project tracking while maintaining confidentiality.

Qualifications

• Must be organized and able to communicate across different departments.
• Ability to travel between HFH sites within NYC via public transportation or car.
• Proficient in Microsoft Office, Excel, Outlook.

Responsibilities

• Manage calendars, schedule meetings and appointments.
• Manage and prioritize incoming communications (phone calls, emails, mail) and respond or redirect inquiries as appropriate.
• Attend and coordinate meetings.
• Prepare and distribute meeting agendas, minutes, and other relevant materials.
• Follow up on action items and ensure timely completion.
• Manage administrative tasks such as databases, filing systems, and copying.
• Assist in drafting and editing correspondence, reports, presentations, and other documents as required.
• Assist in researching, vetting, and onboarding new vendors by collecting pertinent documentation and conducting professional reference checks.
• Create and maintain tracking and reporting mechanisms to evaluate, analyze, and report on various projects.
• Maintain confidentiality of sensitive information and exercise discretion in handling department matters.
• Communicate as requested with a variety of internal and external parties, such as staff in the field, vendors, service providers an agency representatives.
• Other duties as requested.

Skills

Communication

Organization

Multitasking

Travel flexibility

Tools

Microsoft Office

Excel

Outlook

Job description

Homes for the Homeless is seeking a Buildings Administrative Assistant to support the Associate Director of Facilities at our Central Office in New York. The role requires strong organization, effective communication, and the ability to manage multiple duties in a fast-paced environment.

The candidate will handle calendars, correspondence, and meetings, coordinate with internal teams and external vendors, and contribute to reporting and project tracking while maintaining confidentiality.