Office Coordinator

Neighborhood Housing Services of Chicago; Chicago (IL); On-site; USD 45,000; Full time

Job summary

A leading non-profit organization is seeking an Office Coordinator to manage daily operations at their Central Hub. The role involves front desk duties, client interaction, and supporting the Facilities Manager. Ideal candidates will have strong communication and organizational skills, along with a high school diploma and relevant experience. Join a committed team dedicated to diversity and inclusion.

Qualifications

• Minimum of 3 years of administrative or office management experience.
• Experience handling confidential information with discretion.

Responsibilities

• Manage daily office operations and activities at the NHS Central Hub.
• Greet visitors, route calls, and assist with meeting and event setup.
• Evaluate and improve office productivity and processes.

Skills

Communication

Problem-solving

Multitasking

Organizational

Education

High school diploma

Tools

MS Office

Salesforce

Job description

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Neighborhood Housing Services of Chicago provided pay range

This range is provided by Neighborhood Housing Services of Chicago. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$45,000.00/yr - $45,000.00/yr

Position Summary

The Office Coordinator is responsible for managing daily office operations and activities at the NHS Central Hub. This role also includes front desk receptionist duties and serves as the first point of contact for clients, staff, and visitors. The Office Coordinator reports to the Facilities Manager and plays a key role in maintaining an organized, welcoming, and efficient work environment.

Primary Responsibilities

• Open and close the NHS Central Hub office daily.
• Develop and maintain a strong knowledge of NHS services, products, programs, and partnerships to clearly communicate with clients.
• Support the Facilities Manager by coordinating vendor visits, facility repairs, and office procedures.
• Greet visitors, route calls, and assist with meeting and event setup.
• Manage office supplies and inventory; ensure timely replenishment.
• Report health and safety concerns to HR and Facilities.
• Respond to inquiries via phone, email, and in person regarding NHS services.
• Schedule appointments and register clients for classes/workshops.
• Evaluate and improve office productivity and processes.
• Manage mail and package distribution for the Central Hub and other offices.
• Assist with emergency drills and planning.
• Prepare reports and organizational correspondence.
• Assist in negotiating and managing vendor contracts.
• Perform general administrative tasks such as filing, faxing, and mailing.
• Maintain awareness of office activities and escalate issues as needed.
• Provide backup support for program administrators during workshops.
• Manage conference room scheduling and Outlook calendar.
• Provide administrative support to other departments as requested.
• Perform other duties as assigned.
  
  
  

Position Qualifications

EDUCATION

• High school diploma required; minimum of 3 years of administrative or office management experience (or equivalent combination of education and experience).
  
  
  

Experience

• Experience with phone and communication systems.
• Proficiency in MS Office (Word, Excel, Outlook).
• Ability to work across teams and departments.
• Problem-solving and multitasking in high-volume environments.
• Self-starter capable of working independently with minimal supervision.
• Experience handling confidential information with discretion.
• Familiarity with Salesforce or CRM systems preferred.
• Bilingual skills preferred.
  
  
  

Desired Skills

• Strong written and verbal communication.
• Adaptability in dynamic work environments.
• Ability to read architectural drawings, draft scopes of work, and estimate costs.
• Knowledge of construction trades and office procedures.
• Strong organizational and multitasking abilities.
  
  
  

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver’s license.
  
  
  

OTHER REQUIREMENTS:

• Access to a reliable vehicle for travel.
  
  
  

COMPETENCIES

• Decision Making – Uses sound judgment and considers all facts.
• Innovation – Encourages creative thinking and improvement.
• Integrity – Maintains honesty and confidentiality.
• Teamwork – Collaborates effectively with others.
• Work Standards – Maintains high-quality, accurate work.
• Initiative – Displays motivation and productivity.
• Reliability – Follows through on responsibilities.
• Planning/Organization – Prioritizes and manages tasks effectively.
• Communication – Demonstrates empathy, clarity, and professionalism.
• Resilience – Adapts to change and manages ambiguity.
  
  
  

PERFORMANCE MEASURES

• Meets or exceeds goals and deadlines.
• Completes tasks with minimal supervision.
• Works effectively with internal teams and external consultants.
  
  
  

PHYSICAL DEMANDS

• Frequent use of hands, sitting, standing, walking, talking, and hearing.
• Occasional lifting of items up to 25 pounds.
• Regular keyboarding and computer work.
• Indoor office environment; moderate noise level.
  
  
  

PHYSICAL ATTRIBUTES OF POSITION:

• Keyboarding Skills: Typing or otherwise working primarily with fingers rather than with whole hand or arm. Substantial movements of the wrists, hands, and/or fingers, such as typing.
• Motor Skills: Extending hands(s) and arm(s) in any direction to accomplish tasks in the various departments in the office. This position involves sitting a significant amount of the time, requiring a negligible amount of force to lift, carry, push, pull, or otherwise move objects such as file drawers, postage meter, and boxes of records.
• Visual Acuity: View colors, depth perception and field of vision. Work may include the following: typing computer keyboard; use of fax machine, copier machine, and technology applications.
• Conditions: This position is primarily indoor office work and the employee is not substantially exposed to adverse environmental conditions.
• Communication: Requires ability to speak clearly and communicate verbally to other personnel, external partners, and borrowers.
  
  
  

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate and is of a typical office environment.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

NHS is dedicated to racial and gender equity, economic inclusion, and creating a safe, diverse workplace. We support continuous learning and personal growth to ensure our staff and community thrive together.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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