Front Desk Administrative Assistant

NCHFA; Raleigh, Northern (NC, KY); Hybrid; USD 48,000 - 58,000; Full time

Job summary

North Carolina Housing Finance Agency is seeking a Front Desk Administrative Assistant to greet visitors, answer calls, and support front desk operations from office reception. The role encompasses customer service, event planning, HR assistance, and routine administrative duties to keep the agency running smoothly.

Applicants should have a High School diploma with 2+ years of receptionist/office experience; NC residency is required.

Qualifications

• High School diploma and 2+ years’ experience as a receptionist, office administrator, or customer service representative.
• Knowledge in a housing environment is a plus.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Greet visitors and answer phone calls at the front desk with courtesy and professionalism.
• Provide external customer support and respond to inquiries about agency initiatives and services.
• Support administrative functions, invoicing, and HR-related tasks while maintaining confidentiality.

Skills

Customer service

Time management

Multi-tasking

Professional communication

Organizational skills

Problem solving

Teamwork

Education

High School diploma with 2+ years experience

Tools

Microsoft Office

Outlook

Word

PowerPoint

Job description

Job Title: Front Desk Administrative Assistant

Overview

At NCHFA, we provide safe, affordable housing opportunities to enhance the quality of life of North Carolinians. We are a self-supporting public agency that, since its creation by the General Assembly, has financed more than 310,700 affordable homes and apartments.

Residency Must be a resident of North Carolina

Location Office Only

Group Administration- Front Desk

Are you someone who loves being the friendly face and helpful voice that keeps things running smoothly? Do you enjoy variety in your day, from greeting visitors and supporting colleagues to helping plan events and keeping everything organized behind the scenes? If so, we’ve got the perfect opportunity for you!

We’re looking for a positive, detail-oriented team player to join us as a Front Office and Administrative Assistant. In this role, you’ll be the go-to person for front desk operations, customer support, event planning, and HR assistance—all while contributing to a mission-driven organization that’s making a real impact in our community.

Grade / Salary Range

NC08 / $47,966 – $58,459

Main Objectives

• Phone Calls and Visitors
  • Delivers courteous service on all incoming calls, accurately routing callers to the appropriate contact with efficiency and the appropriate level of urgency.
  • Greets and welcomes visitors at the front desk with professionalism, ensuring they are appropriately directed and announced.
  • Ensures office security by adhering to safety protocols and controlling access to the building.
• External Customer Support
  • Provides responses to typical customer inquiries, regarding Agency initiatives and external housing supports, including emergency shelters, rental subsidies, and utility assistance.
  • Responds to a range of inquiries received through the Agency’s external email address (Contact Us), addressing typical questions and forwarding more complex matters to the appropriate staff to ensure prompt and accurate responses.
• Administrative Support
  • Reviews and assigns Office Services helpdesk tickets such as remote work requests and cell phone reimbursements to appropriate staff, and ensures resolution in a timely manner.
  • Submits Human Resources and Office Services invoices into Agency invoicing systems such as Navigator, ensuring services are charged to proper accounts.
  • Submits Human Resources credit card invoices by coding them accurately to designated account numbers, and uploading back up documentation into Agency invoicing systems such as Navigator.
  • Processes incoming checks using the check handling procedures. Ensures proper distribution to all business units and obtains required signatures upon delivery.
  • Delivers routine administrative support—including meeting coordination, correspondence management, and document preparation—for Human Resources and other departments, upholding strict confidentiality and demonstrating initiative to understand broader goals before acting.
  • Supports Mortgage Servicing group by searching for pending insurance cancellations that come in the mail and routes them to appropriate staff.
  • Coordinates coverage of the front desk, and ensures back up staff are properly trained to handle front desk responsibilities.
  • Maintains and updates reference documents such as the 'Front Desk at a Glance' document to ensure first- and second-level contact information remains accurate following staff changes.
• Event Coordination
  • Collaborates with business units to organize and schedule monthly learning sessions, including selecting topics and managing all related lunch arrangements.
  • Assists in planning and coordinating employee engagement and appreciation events.
• Human Resources Support
  • Collects and organizes candidate resumes from job posting platforms such as LinkedIn and Indeed, ensuring accurate storage in designated folders for easy access and review.
  • Prepares and updates new hire packets containing benefits information, Agency materials, and other onboarding documents.
  • Participates in the evaluation of training modules in a learning management system such as LinkedIn Learning.
  • Creates and/or updates reports of simple data using tools such as Microsoft Excel.

Education & Experience

High School diploma and 2+ years’ experience as a receptionist, office administrator, or customer service representative, or a related field of work. Knowledge in a housing industry environment is a plus. Will consider an equivalent combination of relevant education and experience.

Knowledge, Skills, & Abilities

• Good ability to build rapport with people, demonstrate empathy and maintain a positive attitude
• Good attention to detail, ensuring accuracy in information and tasks
• Good ability to be flexible and handle changing situations and priorities
• Good ability to clearly and professionally interact with visitors, customers, and staff via phone and in person
• Strong organizational skills
• Good ability to manage multiple tasks simultaneously such as answering calls, greeting visitors, and handling administrative duties
• Good ability to maintain an orderly reception area, and file documents
• Good proficiency in Microsoft Office software such as Outlook, Word, PowerPoint
• Strong customer service skills providing courteous and helpful service to all callers and visitors
• Good problem-solving skills, addressing caller and visitor inquiries and resolving minor issues.
• Good time management skills and ability to prioritize tasks and meet deadlines effectively.Salary is commensurate with relevant education and experience

Physical Requirements

• Walk and stand for extended periods (sometimes)
• Work outdoors in varying weather conditions (sometimes)
• Climb steps (occasionally)
• Kneel and crouch (occasionally)
• Lift or carry training materials up to 50 pounds (rarely)

Rarely: 0 to 10% Occasionally: 10-25% Sometimes: 25-50% Often: 50-75% Frequently: >75%

Major Medical

Dental> Vision> Health Care FSA> Dependent Day Care FSA> Cancer> Critical Illness> Disability (long and short-term) > Voya Travel Assistance> Term Life> Accidental Death & Dismemberment> Accident> Voluntary 401k & 457> Teachers’ and State Employees Retirement System (PENSION!) > Continuing Education> Professional Development> Annual Longevity Check (at service milestones)

Paid Time Off

12 holidays + Accrued Vacation> Sick> Personal> Community Service/Parental> Personal Observance> Bereavement>FMLA> Family Illness Leave> Paid Parental Leave

The North Carolina Finance Agency (Agency) is an equal opportunity employer. It is the policy of the Agency to prohibit discrimination and harassment of any type and to provide all employees and applicants for employment with equal employment opportunities in an environment free from harassment without regard to race, religion, color, national origin, ethnicity, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), political affiliation, National Guard or veteran status, genetic information, or disability.