Office & Homeowner Services Coordinator

Williamson, Inc.; Franklin (TN); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

403(b) retirement plan

Paid time off (3 weeks)

Job summary

Habitat for Humanity Williamson-Maury (HFHWM) is seeking an Office & Homeowner Services Coordinator to serve as the welcoming face of the organization, handling administrative operations and supporting the homeowner journey from application through post-closing. The role includes coordinating communications, maintaining records, and assisting with underwriting, compliance, and board materials.

The coordinator will develop a strong understanding of the Homeowner Services program and may assume

Job description

Habitat for Humanity Williamson-Maury (HFHWM) is a faith-based, nonprofit housing ministry that partners with local families to build safe, energy-efficient homes and sell them with affordable mortgages. Through the generosity of volunteers, donors, and community partners, HFHWM helps families achieve the dream of affordable homeownership while strengthening our community.

The Office & Homeowner Services Coordinator serves as the welcoming face of the organization while providing administrative, operational, and homeowner services support. This position serves as the central administrative hub for the organization, ensuring the efficient daily operation of the office while coordinating administrative functions for staff and leadership. The coordinator also provides administrative support throughout the homeowner journey, from application through post-closing, by maintaining accurate records, supporting underwriting and compliance activities, coordinating communications, and helping deliver an exceptional experience for homeowners, volunteers, donors, and community partners.

This position is designed to provide comprehensive administrative support while developing a strong understanding of Habitat's Homeowner Services program. As experience and proficiency grow, the coordinator will have opportunities to assume increasing responsibility within the homeowner services process.

The ideal candidate enjoys creating order, building relationships, providing outstanding customer service, and helping people navigate one of the most important journeys of their lives while supporting the day-to-day operations of a mission-driven organization.

This position reports to the VP of Finance and works closely with the Homeowner Services Manager and all departments to support Habitat's mission and organizational operations.

Key Responsibilities

Office Administration & Executive Support

• Serve as the first point of contact by greeting visitors, answering phones, responding to general inquiries, and providing information about Habitat's programs and services.
• Manage incoming and outgoing mail, shared organizational email accounts, office inventory, supplies, equipment and copier maintenance.
• Coordinate office maintenance and maintain a clean, organized, and welcoming office environment to support efficient daily operations.
• Coordinate relationships with office vendors and service providers, including office equipment, maintenance, supplies, postage, and other administrative services.
• Manage organizational calendars, scheduling, administrative projects and internal communications.
• Coordinate administrative communication and workflow between departments to help ensure projects, homeowner files, meetings, and organizational priorities move forward efficiently.
• Coordinate staff meetings by recording and distributing meeting minutes and assisting with board meeting preparation, retreats, special events, and other meeting logistics.
• Assist with document preparation and organization for audits, grant monitoring, compliance reviews, board materials, and other organizational reporting as assigned.
• Coordinate staff acknowledgments, including birthdays, anniversaries, condolences, and other celebrations.
• Ensure proper procedures are followed for incoming funds in coordination with the Finance and Development Departments.
• Maintain confidentiality while handling sensitive organizational, financial, and homeowner information.
• Identify opportunities to improve office procedures and administrative efficiency.
• Maintain organizational filing systems, forms, templates, and administrative procedures to support consistency and operational excellence.
• Serve as a Notary Public if commissioned (preferred but not required).

Homeowner Program Coordination & Support

• Serve as an administrative resource for prospective and current homeowners by providing timely communication, scheduling, document collection, and administrative support throughout the Homeownership and Critical Repair programs.
• Assist with applicant intake, document collection, background checks, file management, and preliminary administrative review of required documentation to support eligibility determination in accordance with Habitat policies and mortgage underwriting guidelines.
• Maintain accurate electronic and paper records from application through post-closing, ensuring compliance with Habitat for Humanity, Tennessee Housing Development Agency (THDA), audit, and organizational recordkeeping requirements.
• Maintain records tracking homeowner progress throughout the partnership process, including sweat equity, financial education, mortgage readiness, required documentation, and other program milestones.
• Coordinate preparation, scheduling, and administrative support for Homeowner Selection Committee meetings, including organizing applicant files and presentation materials.
• Coordinate administrative aspects of pre-closing activities, including appraisals, insurance documentation, flood determinations, walk-through scheduling, punch list coordination, and closing preparation.
• Assist with HOA communications and collection of HOA dues as needed.
• Maintain homeowner files after closing in accordance with Habitat, THDA, and organizational compliance standards. Assist in coordinating communications and documentation with lenders, title companies, partner agencies, and community organizations involved in the homeowner process.
• Complete all required Habitat for Humanity International, federal, state, and organizational compliance training.
• Crosstrain in all aspects of the Homeowner Services program to provide continuity of operations, organizational support, and future growth opportunities within the department.
• Perform other duties as assigned.

Qualifications

Required

• Associate degree or equivalent work experience; bachelor's degree preferred.
• Two or more years of experience in office management, administrative coordination, customer service, financial services, banking, lending, real estate, affordable housing, nonprofit administration, or program coordination.
• Excellent organizational and time management skills with strong attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and database management with a knowledge of Salesforce preferred.
• Ability to manage multiple priorities while meeting deadlines.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong interpersonal skills with a commitment to outstanding customer service while maintaining professional boundaries.
• Demonstrated interest in affordable housing, mortgage lending, homeowner services, or nonprofit operations, with a desire to learn and grow professionally.
• Flexibility regarding work assignments and work hours.

Preferred

• Experience with mortgage lending, loan processing, underwriting support, affordable housing, homeowner services, title, banking, or real estate.
• Knowledge of nonprofit operations and compliance requirements.
• Notary Public commission.
• Experience working with volunteers and diverse populations.

Physical Requirements

• Ability to sit, stand, and move throughout the office for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to travel locally for meetings or homeowner-related activities as needed.

Core Competencies

• Mission-driven and service-oriented
• Strong organizational and project coordination skills
• Systems thinking and process improvement
• Problem-solving and initiative
• Professional written and verbal communication
• Team collaboration
• Confidentiality and integrity
• Adaptability and attention to detail

Hours/Working Conditions:

• Office conditions with occasional build site and other environments
• Participate in training and professional development opportunities to expand knowledge of Habitat operations and Homeowner Services.

Medical, dental, and vision insurance will become effective following 30 days of employment. We also offer a 403(b)-retirement plan with an employer match available after one year of work and three weeks of paid time off.

EEO Statement:

Habitat for Humanity Williamson-Maury is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, among other things or status as a qualified individual with a disability.