Financial Programs Coordinator

The Community Builders, Inc.; Boston (MA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

12 Paid Holidays

Health Savings Account contributions

Life & Disability insurance

403(b) retirement plan with company 
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Tax-advantaged accounts: commuter/park

Job summary

The Community Life Office Assistant will support the Community Life Senior Manager and perform administrative and routine clerical tasks. Manage the Community Life Detroit office, operations, and provide triage resident coaching.

This position has a requirement of five days a week in office and weekends where required. Under direct supervision, you will coordinate with Detroit based staff to schedule trainings, handle vendor setup and payments, onboarding, and communications for residents and

Qualifications

• 1–3 years of relevant office experience in an administrative or clerical role.
• Proficient in Microsoft Outlook, Excel, Word, and PowerPoint; a proficiency test will be administered.
• Fluent in English; Spanish preferred.

Responsibilities

• Act as receptionist and schedule meetings for the CL Director and team.
• Manage vendor invoices and submit for review in a timely manner.
• Greet visitors and oversee deliveries daily.
• Ensure office supplies are stocked and the office remains clean and organized.
• Set up conference rooms and call lines; arrange catering as needed.
• Coordinate trainings for staff and Resident Champions at Detroit office or off-site.
• Maintain staff email distribution lists and onboarding checklists.

Skills

Office management

MS Office

Communication

Spanish

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Job description

Career Opportunities with The Community Builders

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Join a growing organization that is strengthening neighborhoods across the nation! The Community Builders, Inc. (TCB) is one of America's leading nonprofit real estate developers and owners. Our mission is to build and sustain strong communities where all people can thrive.?

About Community Life

Community Life is TCB’s place-based model that uses stable housing as a platform for connecting families, seniors and disabled households to community resources and opportunities so they can thrive. We engage residents in creating programs and building strategic partnerships with local stakeholders to create pathways to opportunities in early education, economic mobility, youth development, voting registration, health, and resident leadership.

Position Description:

The Community Life Office Assistant will support the Community Life Senior Manager and perform administrative and routine clerical tasks. Manage the Community Life Detroit office, operations, and provide triage resident coaching. This position will require the Office Assistant & Resident Support to manage the day-to-day operations of the TCB Community Life Detroit Office and support the Community Life team in all activities and tasks related to the Choice Neighborhoods Implementation grant delivery of people services to Clement Kern Garden and all CNI Residents. This position has a requirement of five days a week in office and weekends where required. Under direct supervision of the Director of Community Life, the Office Assistant & Resident Support will be responsible for:

Responsibilities include

• Act as a receptionist and schedule meetings and appointments for the CL Director and other team members as requested.
• Ensure all vendor invoices are properly submitted to corporate offices for review and processing in a timely manner.
• Greet visitors in a professional manner and oversee all deliveries of packages and mail daily.
• Ensure that the office cleaning is performed daily, like removing trash and keeping the kitchen clean, as well as water plants and perform any other activities to always keep the office in pristine conditions.
• Order office supplies and research new deals and suppliers to ensure the well-functioning of the office equipment, kitchen, and any other space in the office.
• Handle administrative requests and queries from Community Life Senior Manager.
• Complete and submit vendors set up requests.
• Prepare and submit Petty Cash Reconciliation Forms weekly.
• Prepare Memorandum of Agreements which includes coordinating with insurance, legal and other departments as necessary to ensure all contracts are executed appropriately.
• Answering resident, vendors, and employee telephone inquiries, directing and screening calls as appropriate.
• Set up conference rooms and conference line for meetings. Ensure Technology is working properly prior to meetings. Arrange catering for select meetings.
• In collaboration with Detroit based Community Life staff, schedule all trainings for staff, partners and Resident Champions that will be held at the Detroit office and/or off-site.
• Send resident texts and newsletter updates as needed for the Community Life team.
• Maintain up to date the staff e-mail distribution list and department directory in outlook.
• Responsible for completing the new hire check list and assist in onboarding new hires: computer orders, IT set up, training schedules, etc.
• Update job titles and order business cards as changes occur in a timely manner.
• Provide resident triage, support, and coaching to a maximum of 20 residents.
• Other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Outstanding organizational and time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to undertake, balance, and manage multiple tasks and assignments
• Excellent customer service skills & the ability to create a customer focused culture.
• Must possess the ability to communicate effectively with all levels of management, employees, and outside contacts.

Education & Experience

Proficient in Microsoft Outlook calendar, excel, word, and power point. (There will be a test to prove proficiency)

1-3 years of relevant experience in an office setting, preferably in an administrative or clerical role.

Excellent organizational skills, ability to prioritize, and comfortable working independently

Exceptional oral and written communication skills, including strong spelling, grammar, and punctuation

Must be committed to providing outstanding customer service and demonstrate strong interpersonal skills

Strong attention to detail/

Experience working with minimal supervision and perform effectively under tight time deadlines

Fluent in English and Spanish preferred.

Benefits and Perks

• Medical, dental, and vision insurance
• 12 Paid Holidays & tenure-based PTO accruals
• Employer contributions to Health Savings Accounts
• Company paid Life & Disability Insurance
• 403(b) retirement plan with company match
• Tax-advantage accounts: commuter/parking, medical & dependent care FSA

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