Job Description
The Operations and Administrative Coordinator is a key member of the Habitat Oregon team, supporting daily organizational functions, strengthening internal systems, and contributing to long-term operational growth.
This position serves an essential role in keeping Habitat Oregon organized, connected, and operating efficiently. Working collaboratively with staff across the organization, this position maintains day-to-day administrative functions, manages organizational records and digital resources, supports technology platforms, coordinates program logistics, and identifies opportunities to improve internal operations.
Responsibilities
- Process incoming mail and deposits on a weekly basis.
- Monitor and respond to organizational email, voicemail, and general inquiries - directing requests to appropriate staff.
- Maintain accurate records, contact lists and databases, and shared organizational resources.
- Serve as a primary liaison for office vendors.
- Maintain supplies, office, and storage needs.
- Provide logistical support for organizational meetings and events.
- Assist with routine updates for Habitat Oregon portal and Habitat Oregon website.
- Support the maintenance, development, and continuous improvement of shared documents, internal procedures, and organizational systems.
- Support the administration and maintenance of organizational software, digital platforms, and subscription services.
- Maintain digital filing systems, shared drives, online portals, and internal information resources.
- Identify opportunities to improve workflows, reduce repetitive administrative tasks, and strengthen operational efficiency.
- Assist with implementing new systems, digital tools, and process improvements.
- Troubleshoot routine technology and platform challenges, coordinating with external support providers when appropriate.
- Maintain process documentation, instructions, forms, and templates that support consistency and collaboration.
- Ensure timely donor acknowledgments.
- Maintain donor records, tracking systems, and related databases.
- Provide administrative support for workplace giving programs, including applications, recertifications, reporting requirements, and distribution of affiliate-designated donations.
- Coordinate registrations and attendance tracking for programs, trainings, and events.
- Manage waitlists, cancellations, registration transfers, and scholarship processes.
- Respond to participant inquiries and frequently asked questions.
- Upload program and training materials to help ensure Habitat Oregon's network has access to resources in a timely manner.
- Implement surveys, evaluations, and assessments.
- Provide virtual and in-person support for programs, trainings, and events.
Qualifications
- Demonstrated commitment to expanding economic opportunities among underserved communities (such as expanding access to affordable homeownership in rural Oregon).
- Three or more years of experience in organizational operations, office administration, nonprofit administration, or a related field.
- Strong organizational skills with the ability to independently manage competing priorities.
- Exceptional attention to detail and commitment to accuracy.
- A proactive, resourceful, and solutions-oriented approach to work.
- Excellent written and verbal communication skills.
- Strong technological aptitude - confidence learning and navigating new technologies.
- Experience maintaining records, databases, or constituent relationship management systems.
- Strong customer service and relationship-building skills.
- Proficiency with common cloud-based collaboration tools (e.g. Microsoft, Google Workspace, Dropbox, or similar applications).
- Familiarity with Microsoft Teams, Zoom, or similar online meeting platforms.
- Ability to work both independently and collaboratively.
- Valid driver's license with access to reliable transportation.
- Ability to pass a background check.
Compensation:
Salary is $50,000 - $56,000, depending on experience for this full-time, exempt position.
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How to Apply
Send your cover letter, resume, and pronouns to [email protected].
The subject line of your email should read: Operations and Administrative Coordinator application from [Your Name].