Operations & Program Support Specialist

Job Title: Operations and Program Support Specialist

• Provide administrative support to executive leadership and program staff.

• Serve as a primary point of contact for the organization by managing the main phone line, greeting visitors, responding to inquiries, and coordinating incoming deliveries and mail distribution.

• Help maintain organized records and documentation.

• Manage calendars, scheduling, meeting coordination, and follow-up tasks.

• Contact prospective residents regarding unit availability and leasing opportunities.

• Prepare correspondence, reports, presentations, and other organizational documents.

• Maintain organized electronic and physical filing systems.

• Support daily office operations and organizational workflows.

• Assist with tracking organizational deadlines, compliance items, and reporting requirements.

• Coordinate office supplies, equipment, and vendor communications.

• Help maintain internal procedures, forms, and operational documentation.

• Support organizational projects and special initiatives.

• Provide administrative, logistical, and coordination support for Neighborhood Homes, Home Repair, and other organizational programs and services, including applicant intake, scheduling, outreach, communication, and project tracking.

• Maintain program documentation, construction records, compliance files, participant information, vendor agreements, utility accounts, permits, and other operational records to support efficient program operations.

• Assist with program development, grant research and tracking, bid requests and contractor agreements, reporting, data entry, and creation of tracking tools, program materials, and communications.

• Support organizational operations and marketing efforts through event coordination, graphic design projects, promotional materials, administrative assistance to leadership and construction staff, and other duties as assigned.

• Assist with board, committee, and staff meeting preparation as needed.

• Other duties as assigned.

• Maintains organized records, calendars, filing systems, and office workflows while completing administrative tasks, reports, correspondence, and follow-up assignments accurately and within established deadlines.

• Provides professional and timely communication by effectively managing the main phone line, voicemails, visitors, resident and applicant inquiries, vendor communications, and internal coordination with staff and leadership.

• Effectively supports housing and organizational programs through accurate tracking of applicant information, compliance documentation, project timelines, permits, contracts, reporting requirements, and operational records.

• Demonstrates reliability, adaptability, and teamwork by successfully managing multiple priorities, supporting events and special projects, maintaining operational procedures and supplies, and contributing to overall organizational goals and mission success.

• Ability to sit at a desk and work on a computer for extended periods of time.

• Frequent use of hands and fingers for typing, writing, and handling office equipment.

• Occasional standing, walking, bending, or reaching as needed.

• Ability to lift and carry office supplies or files up to [10–20] pounds.

• Clear vision at close range for reading and computer work; ability to adjust focus.

• Excellent communication, writing, problem-solving, and organizational skills.

• Strong attention to detail and ability to manage multiple tasks simultaneously.

• Proficient in Microsoft Teams, SharePoint, Excel, Word, PowerPoint and general computer applications.

• Ability to learn and utilize new software and technology effectively.

• Professional demeanor and commitment to Mennonite Housing’s mission of providing affordable housing opportunities.

• None

• 
  Excellent communication, writing, problem-solving, and organizational skills.

• Strong attention to detail and ability to manage multiple tasks simultaneously.

• Proficient in Microsoft Teams, SharePoint, Excel, Word, PowerPoint and general computer applications.

• Ability to learn and utilize new software and technology effectively.

• Professional demeanor and commitment to Mennonite Housing’s mission of providing affordable housing opportunities.