Operations Assistant

Daybreak; Dayton (OH); On-site; USD 42,000 - 56,000; Full time

Job summary

Daybreak in Dayton, OH seeks an Entry-level Administrative Specialist to manage data, finances, leases, and landlord relations for housing placements.

You will maintain client records, track transactions, ensure grant compliance, and collaborate with the team to meet program goals while adhering to policies.

This full-time role supports Housing programs, requiring an Associate’s or Bachelor’s with clerical experience.

Qualifications

• Associate’s degree plus five years’ admin/grant/lease experience or Bachelor's with two years’ admin/clerical experience.

Responsibilities

• Data Management and Reporting: collect, maintain, and prepare data for grant compliance and reporting.
• Financial and Administrative: process client expenses, invoices, and related documentation.
• Housing Operations and Lease Management: manage client apartment files, renewals, and inspections.
• Landlord and Community Relations: engage landlords and coordinate communications for tenancies.
• Documentation and Compliance: maintain records within agency and funder requirements.

Skills

Data management

Grant management

Lease management

Administrative support

Reporting

Education

Associate’s degree

Bachelor’s degree

Job description

Job Details

• Level: Entry
• Job Location: Dayton, OH 45402
• Position Type: Full Time
• Education Level: High School
• Travel Percentage: Less than 10%
• Job Shift: First
• Job Category: Admin - Clerical

Position Summary

Play a key role in supporting Daybreak’s Housing programs by managing data, finances, leases, and landlord relationships to ensure successful housing placements for youth and young adults (YYAs) experiencing homelessness. This position is responsible for maintaining accurate client records, tracking financial transactions, and ensuring compliance with grant and program requirements. Collaborate actively with team members to meet client needs, achieve program goals, and ensure consistent adherence to policies and procedures.

Duties & Responsibilities

Data Management and Reporting

• Collects, maintains, and prepares statistical data for grant compliance and reporting requirements.
• Prepares and submits required data uploads to required databases, ensuring accuracy and timeliness.
• Assists in generating reports for internal use, grant applications, and performance evaluations.
• Ensures data integrity across multiple reporting systems.

Financial and Administrative

• Completes client expense and rent vouchers, ensuring accuracy and timely submission to Finance.
• Enters and tracks client expenses and payments in the client database, ensuring balances align with Daybreak’s general ledger.
• Assists the service team in maintaining deadlines for program paperwork, including income/expense forms, rental calculations, and required documentation.
• Manages and updates the client invoice system, following established protocols for accuracy and follow-up.
• Coordinates utility setup and transfers for clients entering and exiting housing programs.
• Maintains supply inventory for Daybreak’s Housing sites, including office supply orders.

Housing Operations and Lease Management

• Develops and maintains client apartment files, ensuring all lease agreements, renewals, inspections, and compliance documents are up to date and accurately recorded.
• Ensures documentation aligns with program requirements, funding regulations, and Housing First for Youth principles.
• Assists in determining eligibility for YYAs entering the Housing program, ensuring alignment with program criteria and Housing First for Youth principles.
• Coordinates housing searches and matches youth and young adults with appropriate housing options, considering safety, transportation, employment, and personal preferences.
• Assists in the coordination of client move‑ins and move‑outs, including scheduling cleanings and furniture deliveries.

Landlord and Community Relations

• Assists the Housing Manager in addressing landlord‑related issues, accessing landlord networks, and balancing landlord perspective while advocating for clients.
• Engages with landlord networks advocating for YYAs while maintaining positive relationships that support long‑term housing stability.
• Facilitates clear communications between tenants, landlords, service providers, and external agencies to resolve issues and maintain positive relationships and to promote successful tenancies.
• Ensures all interactions and services align with trauma‑informed care, harm reduction, and Housing First for Youth principles.

Documentation and Compliance

• Maintains a minimum of 5 hours of monthly productivity according to standards set by Senior Management by providing individual and groups services, as appropriate.
• Maintains accurate client records in compliance with agency procedures and funder requirements, ensuring all documentation is completed within 72 hours as per agency standards.

Qualifications

• Minimum of an Associate’s degree and five years of working experience in general administrative, grant management, lease management, or clerical experience required.
• OR bachelor’s degree and two years of working experience in general administrative or clerical experience required.