Administrative Coordinator

General Summary The Administrative Coordinator provides administrative, operational, and coordination support to an assigned department or program. The position performs a variety of administrative functions to support efficient department operations, effective service delivery, and the timely completion of departmental activities.

Duties And Responsibilities

The position requires strong organizational skills, attention to detail, effective communication, sound customer service practices, and the ability to manage multiple priorities while maintaining accurate and timely records. The Administrative Coordinator works in accordance with established policies, procedures, guidelines, and departmental requirements and is expected to maintain confidentiality when handling sensitive or confidential information.

The position may support department-specific systems, databases, records, and processes based on the assigned area of responsibility Administrative Operations Provides general administrative and operational support to an assigned department, program, or functional area. Maintains organized administrative systems, records, files, reports, and other departmental documentation.

Coordinates appointments, meetings, schedules, activities, and other departmental events as assigned. Compiles information and prepares administrative reports, logs, spreadsheets, and other tracking documents. Expense Tracking and Budget Monitoring Track and maintain relocation-related expenses, including moving costs, transportation, lodging, temporary housing, and other approved expenditures.

Prepare monthly expense reports and communicate budget updates to management. Relocation Coordination Coordinate relocation schedules, vendors, moving companies, and service providers. Communicate with employees, residents, clients, or families regarding relocation arrangements, as applicable. Track relocation requests, deadlines, approvals, and project milestones.

Invoice and Payment Processing Review and process vendor invoices and expense reimbursement documentation. Coordinate with accounting or finance to resolve billing discrepancies and ensure timely payments. Program / Operational Responsibilities Provides administrative coordination and operational support to an assigned department or program.

May support department-specific program functions, processes, or projects based on the assigned area of responsibility. Performs other related duties as assigned. Compliance & Reporting Maintains records and documentation in accordance with applicable Agency policies, procedures, and departmental requirements. Maintains appropriate documentation to support departmental operations, reporting, audits, reviews, and other administrative requirements.

Reports discrepancies, missing information, unusual circumstances, or issues requiring additional review to the appropriate supervisor. Community or Stakeholder Engagement (if applicable) Maintains regular contact with internal and external stakeholders as appropriate to the assigned department. Coordinates communications, appointments, schedules, documents, and other information among relevant stakeholders.

Uses tact, courtesy, professionalism, and sound customer service practice when addressing questions, concerns, or complaints Leadership & Supervision The Administrative Coordinator does not have direct supervisory responsibility for employees, contractors, or volunteers. Supervision Received and Given Reports to the designated supervisor or manager of the assigned department.

No direct supervisory responsibility unless specifically designated otherwise. Problems or situations that are not covered by established procedures are referred to the appropriate supervisor. Guidelines The Administrative Coordinator performs work in accordance with established Agency policies, procedures, departmental guidelines, administrative practices, desk references, forms, records, and applicable systems.

Established guidelines generally provide direction for routine work. The employee is expected to understand and follow written and oral instructions. Independent judgment may be required when prioritizing assignments, resolving routine administrative issues, responding to inquiries, or determining the appropriate administrative process.

Questions, unusual circumstances, policy interpretations, or matters outside established procedures should be referred to the supervisor or appropriate subject matter expert. The employee is expected to maintain confidentiality and follow Agency protocols when handling sensitive information. Complexity The employee performs several related routine and generally repetitive tasks.

The course of action is determined by the supervisor and by established procedures. The employee may coordinate, integrate and/or prioritize tasks. Work must be accurate and precise. Scope and Effect Provides administrative support that contributes to the effective operation of the assigned department. The position may have access to confidential or sensitive departmental information and is responsible for maintaining appropriate confidentiality.

Errors, delays, incomplete documentation, inaccurate data entry, or inappropriate disclosure of information could affect departmental operations, service delivery, records, and the Agency's reputation Personal Contacts The employee has continuing contact with other Agency employees in all departments, residents, and relevant partners.

Physical Demands The employee’s work is principally sedentary, but may involve some physical exertion Work Environment The work of the incumbent is primary in an office setting. May require some travel between 10-25 miles Qualifications, Knowledge & Experience High school diploma or equivalent. Business school or comparable administrative training may be considered.

Relevant experience may be considered in accordance with established Agency requirements. General office practice and administrative and clerical practices. Basic data entry and recordkeeping practices. Basic bookkeeping principles, as applicable to assigned duties. Customer service practices and professional communication.

Ability to communicate effectively with employees, residents, clients, vendors, community partners, and members of the public. Ability to handle difficult or challenging interactions appropriately. Ability to maintain confidentiality and exercise appropriate discretion. Ability to perform routine duties with limited supervision after receiving appropriate instructions and training.

About Us

Housing Alliance HTX supports Houston families and individuals by providing quality, affordable housing and access to opportunities that help people move forward. Our mission is to improve lives through safe, affordable housing while supporting education, workforce growth, and long-term stability. We serve families, seniors, individuals, and people with disabilities offering support, respect, and resources at every stage.

Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All positions are contingent on passing pre-employment drug screening and background check.

The Housing Alliance HTX is an Equal Opportunity Employer and value diversity at all levels of our organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.