Job Description

OVERALL JOB OBJECTIVE :

Our busy, customer-focused office needs a reliable, well-organized Office Manager to handle day-to-day operations with a focus on excellent customer service. In the position as Office Manager, you will be responsible for assuring highly effective and customer service-oriented office procedures and systems through the coordination and administration of general business activities for the main and remote BHP offices, serve as backup for your Housing Navigator team by responding to phone calls, emails, and attending to people visiting the main office. The Office Manager is a role model in communicating courteously and responsively with the public and co-workers.

HIRING RANGE: $23-$26/hour DOQ

Applications will be accepted through March 5, 2025.

WHAT IT'S LIKE TO WORK WITH US:

We know our employees are our most important resource, in addition to rewarding and meaningful work we enjoy:

· Medical, dental, vision health plans.

· Retirement benefits that include PERA defined benefit plan plus 401k and 457 plans.

· Paid life insurance.

· Employee wellness program.

· Long term disability

· 13 paid holidays per year plus vacation and sick leave.

· Five paid Summer Fridays off

· Excellent work-life programs, such as flexible schedules, training opportunities, and more.

ESSENTIAL JOB FUNCTIONS :

General Office Management

1. Develops organizational procedures and systems for all administrative functions of the main office and remote site offices including, ordering, and distribution of general office equipment and supplies as needed.
2. Along with Business Projects Manager, develops and provides oversite of the annual administrative budget for the main office and assists in the development of the administrative budget for remote site offices.
3. Coordinates planning and preparation of all staff meetings and events.
4. Coordinates efficient and safe filing and storage of BHP files on the shared drive and at the remote storage location.
5. Provides backup for front desk phones and walk-ins as needed.
6. Actively supports and exemplifies BHP’s stated mission and values.
7. Works independently on assigned special projects.
8. Types correspondence and other requested documents.
9. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents.
10. Keeps inventory of office supplies and creates orders when necessary.
11. Along with the Contracts and Procurement Administrator will create requisitions and Purchase Orders for vendor management.

  Housing Navigator Duties

1. Answers the phone, greets the public, answers questions, and refers visitors to appropriate staff members and other departments as well as helps customers to navigate available housing options.
2. Explains housing programs, assists applicants with housing applications and provides information about community resources as needed.
3. Responsible for entering data into Yardi, Survey Monkey, Excel, File Vision, Outlook, and Word documents as needed.
4. Assists the Property Management Department with lease-ups when needed.
5. Assists current tenants with basic tenant ledger questions when needed.
6. Created cases for the Resident Services Department when necessary, using Yardi Case Manager.
7. Assists with the mass mailing of materials to applicants, participants, and residents.
8. Translates and updates forms, applications, flyers for front desk distribution.

Supervisory:

1. Provides backup as needed for Housing Navigators.
2. Ensures the leasing workflow is adhered to by monitoring the Interest List daily and reviewing statuses, following up with the team if pre-applications aren’t being addressed in a timely manner.
3. Reports to the Business Operations Manager and maintains constant communication regarding updates, concerns, suggestions regarding team and process improvements.
4. Serves as the primary point of contact between the BOSS team, the FSS team, and the BSH program.
5. Attends monthly FSS and BHP meetings and provides updates to the FSS team regarding applications and applicant concerns.
6. Responsible for assisting the team in catching up on the Interest List if there is a backlog.

Other

1. Maintains a high level of professionalism and integrity; listens to questions and concerns, evaluates issues and possible solutions, works collaboratively with the Boulder Housing Partners team to address systemic problems; inspires confidence and respect; uses feedback from others to grow and develop.
2. Actively supports and upholds BHP’s stated mission and values. Optimizes the use of resources; responsible for knowing and complying with all BHP policies. Participates in professional training and development; and adheres to attendance and workplace attire policies.
3. Performs related duties as required by management to meet the needs of BHP.
4. Maintains a high level of organizational skills, is detail oriented and an exceptional multi-tasker.

 Boulder Housing Partners is committed to hiring employees who provide good customer service; our employees communicate courteously and responsively and provide effective and efficient service to the public and co-workers.

REQUIRED QUALIFICATIONS: Bi-lingual (English/Spanish). Bachelor’s degree in office/business management or related field and five years office management experience. Proficiency in Microsoft Office suite. Excellent written, verbal, communication and relationship skills necessary, be tech savvy and comfortable with learning new software. The Office Manager must be sensitive to diversity issues, provide effective and efficient service and act with a high level of integrity.

  DESIRED QUALIFICATIONS : Business coursework in accounting, administrative, communications and personnel management. Knowledge of or experience working with Housing Authorities and/or Local, State and Federal government.

COMPETENCIES:

Interpersonal Skills – Commits to finding ways to work with a wide array of people and finds ways to adjust to working in different situations and with people who have different styles.

Peer Relationships – Can quickly find common ground and solve problems for the good of all, can solve problems with peers with a minimum of noise, is seen as a team player and is cooperative, easily gains trust and support of peers, encourages collaboration, can be candid with peers.

Dealing with Ambiguity – Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, isn’t upset when things are up in the air, doesn’t have to finish things before moving on, can comfortably handle risk and uncertainty.

Self-Knowledge – Is personally committed to and actively works to continuously improve him/herself, understands that different situations and levels may call for different skills and approaches, works to deploy strengths, works on compensating for weakness and limits.

Drive for Result s - Can be counted on to exceed goals successfully, is constantly and consistently one of the top performers, very bottom-line oriented, steadfastly pushes self and others for results.

Organizing – Can marshal resources (people, funding, material, support) to get things done, can orchestrate multiple activities at once to accomplish a goal, uses resources efficiently and effectively, arranges information and files in a useful manner.

Customer Service – Provides exemplary customer service to applicants, residents, community partners, and co-workers.

Communication Skills - Able to convey verbally and in writing complex information in a professional, clear, and concise fashion using correct grammar and punctuation. Able to navigate conflict and have difficult conversations with staff, peers, and residents. Understands and practices the principles of active and effective listening. Strives to constantly improve communication skills. High level of attention to detail and accuracy.

Time Management - Strong organizational and prioritization skills. Practices regular, predictable attendance. High level of attention to detail and accuracy. Self-motivated, proactive, and resourceful.

CHAIN OF SUPERVISION :

(1) TITLE OF IMMEDIATE SUPERVISOR: Business Projects Manager.

(2) TITLE(S) OF POSITIONS OVER WHICH THIS POSITION HAS DIRECT SUPERVISION : Customer Service Specialist and Housing Navigator

MACHINES AND EQUIPMENT USED IN WORK INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING : Frequently uses standard office equipment including personal computers, calculators, printers, shredder machine, electronic date stamp, telephones, fax and copy machines.

WORKING CONDITIONS:

Physical Demands : This position works in an office setting. In the office it is primarily sedentary physical work requiring the ability to lift a maximum of 20 pounds; occasional lifting, carrying, walking, bending over (to file) and standing; frequent hand/eye coordination and finger dexterity to operate personal computer and office equipment; vision for reading, recording and interpreting information; speech communication and hearing to maintain communication with employees and customers.

Work Environment : Works in a clean, comfortable environment in the office.

BHP is an Equal Opportunity Employer. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), sex, sexual orientation, gender identity, gender expression, color, religion, creed, national origin, ancestry, disability, military status, genetic information, marital status, or any other status protected by applicable state or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

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