Office Administrator

Description

Job Title: Office Administrator 

FLSA Classification: Hourly/Non-Exempt

Position Status: Full Time/40 hours per week

Department: Mission Advancement

Work Location: In person, HQ

Supervisory Responsibilities: No 

Reports To: Executive Director of Operational Excellence

Benefits:

• 9 paid holidays 
• Medical, Vision, Dental
• Vacation & Sick Time
• Health Savings Account*
• Life Insurance (paid for by Lacasa)
• 403(b) retirement** (plus match opportunities)
• EAP- Employee Assistance Program

JOB PURPOSE

The Office Administrator plays a vital role in creating a welcoming, organized, and supportive environment at our headquarters. This position is both big-picture and detail oriented, has high emotional intelligence, enjoys working independently and collaboratively, is focused and able to juggle multiple priorities, serving as the first point of contact for clients, partners, and guests, while also providing essential administrative and operational support across all departments. 

Guided by Lacasa’s core values—Respect Human Dignity, Work Together, Pursue Excellence, and Build to Last— the Office Administrator ensures the seamless coordination of front desk operations, enhances cross-functional collaboration, and contributes to a workplace culture that values people, fosters efficiency, and builds long-term impact.

ESSENTIAL JOB DUTIES

Reception & Office Administration

• Greet and establish rapport with employees, clients, visitors, and other guests entering and exiting the building.
• Screen and direct incoming calls, emails, and visitors to the appropriate individual or department, relaying important information promptly and with discretion.
• Provide information to callers and walk-ins about programs and services available at Lacasa. 
• Order supplies, monitor and maintain inventory of general office supplies; reorder as needed and manage vendor communications.
• Ensure that shared areas (kitchen, supply closets, front desk) are tidy, functional, and well-stocked.
• Perform general administrative tasks including data entry, document preparation, correspondence, and filing.
• Receive, sort, and distribute mail and packages; serve as backup for mail distribution as needed.

Internal Team Administrative Support

Executive Team

• Assist with administrative duties and complete a variety of tasks that include preparing correspondence, arranging and booking travel arrangements, agendas and compiling documents for internal and external meetings. 
• Work closely and effectively to keep the Executive Team informed of upcoming commitments and events, following up appropriately. 
• Manage scheduling and logistics for key internal events such as board meetings and staff meetings. This includes logistical research and planning, day-of support, and invoice/billing management. 
• Attend board meetings to take accurate minutes, capturing key discussions, decisions, and action items.
• Assist with research support and reports in the donor database. Enter donor notes from Executive Team as directed. 
• Maintain physical files of donor receipts and checks in accordance with Lacasa’s document retention policy. 
• Assist with board packet preparation and minutes as needed. Submit official board resolutions and notarize documents as needed.

Organizational Support

Provide front-line support across multiple lines of business, ensuring smooth communication, accurate information flow and data entry, and reliable administrative coordination:

Asset Management

• Intake basic information for prospective tenants. Provide information to incoming clients on available rental units within Lacasa’s portfolio. 
• Notify and refer to Property and Site Managers incoming inquiries or specific requests for rentals.
• Accept and process incoming rent and mortgage payments per established protocols.
• Accept completed rental applications and payments, ensuring proper documentation and follow-up.
• Enter work orders into Property Management software: route client or tenant concerns to appropriate staff.

Donor & Volunteer Engagement

• Intake/receive all gifts and donations and send acknowledgements in a timely manner. 
• Intake/maintain volunteer sign in tracking sheets, and waiver signoffs. Notify volunteer coordinators on special volunteer requests. 

Finance Department

• Distribute mail and scan bank statements during Staff Accountant absences.
• Assist with claims, spreadsheet updates (e.g., occupancy), document filing, and yearly administrative tasks such as organizing journal vouchers and preparing A/P labels.
• Upload property and legal documents to official systems such as the Recorder’s Office when required.

Community Building & Engagement (CB&E)

• Assist with administrative tasks related to community engagement, and outreach projects.
• Provide logistical or clerical support for CB&E initiatives. 

Human Resources & Operations

• Maintain switchboard messaging current. Verify staff extensions are up to date and follow up with staff when inaccuracies are found. Be primary point of contact for switchboard vendor to correct issues. 

Other Expectations

• Participate in professional development and training opportunities as requested by supervisor.
• Attend Lacasa’s annual meeting and monthly all-staff meetings.

Requirements

Education

Bachelor’s degree preferred. An equivalent combination of education and experience considered that has provided the necessary knowledge and skills to fulfill the requirements of this position may be considered. 

Experience

• Minimum of 2 years’ experience in office management.
• Proficiency in data entry and proofreading. 
• Experience handling sensitive and confidential data with integrity. 
• Excellent verbal and written communication skills; able to communicate complex ideas simply and succinctly. 
• Excellent clerical and computer skills: proficient or advanced skills in Microsoft Suite, and experience with data management. 
• Self-starter with careful attention to detail and strong sense of initiative and a process-improvement and continuous learning mindset. 
• Strong administrative and reporting skills.
• Bilingual (Spanish) preferred but not required.

Performance Factors

• Consistently demonstrates a welcoming, respectful, and courteous demeanor to all clients, staff, and visitors.
• Maintains confidentiality and exercises discretion in all interactions.
• Demonstrates cultural sensitivity and emotional intelligence.
• Communicates clearly and effectively, both verbally and in writing.
• Takes ownership of duties, follows through on tasks.
• Seeks clarification when needed and adapts to changing priorities or needs.
• Keeps accurate records and enters data with high levels of precision.
• Manages multiple responsibilities effectively, prioritizing as necessary.
• Maintains orderly physical and digital workspaces, supporting operational efficiency.
• Works effectively across departments and Lines of Business, responding to team needs with flexibility and positivity.
• Fosters a supportive environment through cooperation and respectful feedback.
• Shares knowledge and offers help during high-volume or critical times.
• Demonstrates competence in using office technology, databases, and communication platforms.
• Follows protocols for secure and accurate data entry and document handling.
• Acts as a culture ambassador at the front desk and in all internal communications.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• Full-time, 40 hours/week (M–F) with some evening hours to assist with minutes taking during board meetings.
• Some local travel required. A valid driver’s license and reliable transportation required (mileage reimbursement provided).
• Must be able to communicate clearly and effectively in person, by phone, and in written communication.
• Duties include prolonged periods of sitting, as well as occasional standing, walking, climbing stairs.
• Frequent computer use required.
• Frequent use of switchboard and headphones/headsets.
• Tolerates moderate office noise typical of a workspace with multiple offices and staff.
• Work is fast-paced and involves prioritizing multiple competing deadlines and needs while maintaining a high level of accuracy and empathy.

DISCLAIMER: Specific duties and responsibilities may vary depending on program needs without changing the nature of the scope of this position or level of responsibility and they may change with or without notice. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Lacasa is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. We are committed to creating an inclusive environment for all employees.

*Employees selecting Health Insurance are eligible for an HSA funded by Lacasa. What we contribute on your behalf depends on the type of health coverage you select.

**At the completion of initial 90-day period Lacasa contributes 3% of your salary towards your 403b. In addition, beginning with the second year of employment, Lacasa will match voluntary contributions of regular full-time employees.