Office & Community Housing Coordinator

About CHAI
CHAI strengthens the fabric of neighborhoods connected to Jewish Baltimore through housing and community development, so residents of all ages can thrive.

As an agency founded in the Jewish community, CHAI’s work is informed and inspired by Jewish values, teachings, and history. We are guided by:
• Respect (Kavod) — honoring others through actions
• Community (Kehillah) — finding strength in the collective
• Diversity (B’tzelem Elohim) — seeing humanity and dignity in all people
• Integrity (Derech Eretz) — acting ethically and responsibly
• Drive (Ometz Lev) — motivation to the highest level of service

We envision a resilient and inclusive northwest Baltimore where neighbors feel deeply rooted in their homes and community.

Position Overview
The Office & Housing Administrator serves as the first point of contact for CHAI’s office and plays a vital role in ensuring residents, visitors, and staff experience CHAI as organized, responsive, and respectful.

This role supports front desk operations, housing counseling and community housing administration, and general office coordination. Front-desk coverage and resident-facing responsibilities are the top priority during business hours; other responsibilities are managed around this core function. It requires strong prioritization skills, composure under pressure, attention to detail, and comfort performing consistent, process-oriented administrative work in a high-volume, interruption-driven environment.

This role is best suited for someone who finds satisfaction in creating order, ensuring accuracy, and supporting others through steady, detail-focused execution.

CHAI Hours of Operation: Monday – Thursday, 8:30am – 5:00pm, Friday 8:30am – 4:00pm

CHAI Employee Standards:
• Support organizational benchmarks and meet agency goals.
• Exhibit a strong work ethic and passion for meeting expectations with high standards.
• Able to work well in a team environment.
• Sustain a positive, enthusiastic, and professional attitude at all times.
• Maintain a professional appearance and demeanor.
• Show respect for staff, board, volunteers, and clients.
• Perform all duties in a timely, accurate, honest, and professional manner.
• Attend and assist with the annual meeting. In addition, assist with at least one agency event each fiscal year by volunteering to help plan, set up, clean up and/or staff a table.

What Success Looks Like (First 6-12 months)
• Front desk coverage is consistent, welcoming and professional
• Resident and visitor inquiries are handled respectfully and efficiently
• Housing documentation and client records are accurate and well organized
• Administrative tasks are completed on schedule with minimal oversight
• Shared inboxes, calendars and communications are monitored reliably
• Internal staff report clear and responsive administrative support
• The office environment, including shared spaces, is orderly, welcoming and well-functioning, with day-to-day operations running smoothly

Key Responsibilities:

Front Desk & Office Administration (50%)
• Serve as Serve as the front desk receptionist and primary point of contact for residents, visitors, vendors, staff, board members, volunteer leaders, and callers.
• Welcome all guests with efficiency, courtesy, and professionalism, ensuring a positive and respectful first impression of CHAI.
• Answer and triage phone calls, emails, and in-person inquiries, applying discretion and sound judgement to prioritize, filter, and direct communications appropriately, escalating urgent or sensitive matters as needed.
• Monitor and manage shared inboxes and general CHAI communications as assigned.
• Sort and distribute incoming mail, including handling checks and time-sensitive financial documents accurately and promptly.
• Maintain a clean, organized, and functional office environment, including front desk area, lobby, conference rooms, break stations, and shared spaces.
• Order and track office supplies, ensuring appropriate stock levels and vendor coordination.
• Coordinate FedEx, messenger services, and outgoing mail.
• Maintain agency-wide calendar updates and ensure lobby displays reflect current announcements and events.

Meeting & Event Support (10%)
• Support onsite and virtual meetings, including setup, troubleshooting, and operation of video conferencing and presentation technology.
• Manage Outlook calendars for conference rooms and shared meeting spaces.
• Prepare meeting materials, folders, packets, and presentations in advance as requested.
• Coordinate catering and food orders in compliance with CHAI’s Kashrut policy.
• Provide logistical and administrative support for Board meetings, committees, workshops, staff meetings, and agency-wide events.
• Assist with event logistics, including participant registration, materials preparation, room setup, and occasional notetaking or documentation.

General Administrative Assistance (15%)
• Maintain electronic and physical filing systems, including scanning, organizing, and archiving documents in SharePoint, OneDrive, and other designated Platforms.
• Assemble packets, labels, mail merges, and program mailings as needed.
• Sort and distribute mail, including handling incoming checks in a timely manner.
• Prepare, format, and organize documents, spreadsheets, and materials for internal and external distribution with accuracy and attention to detail.
• Provide limited administrative support to the accounting team, including expense reimbursement processing and documentation support as assigned.
• Support the Administration & Operations Manager with administrative and operational projects as directed.

Community Housing Administrative Support (25%)
• Triage community housing-related Triage community housing-related inquiries, providing accurate program information, eligibility guidance, and appropriate referrals.
• Pull public records and monitor required housing counseling surveys and documentation as assigned.
• Perform accurate and timely data entry into housing databases and client management systems.
• Assist with workshop logistics, including:
o Registering participants through electronic platforms
o Importing client information into databases following workshops
o Printing and distributing workshop certificates
o Sending follow-up communications with intake materials and scheduling information
• Create, maintain, and audit electronic client folders to ensure required documentation is complete prior to appointments.
• Follow up with clients regarding missed appointments or incomplete documentation.
• Support loan programs by communicating with borrowers, tracking required documentation, uploading materials to loan software, and assisting with follow-up on missing or declined payments as directed.
• Escalate compliance-sensitive or time-sensitive housing matters to appropriate staff promptly.

Core Competencies
• Customer Service & Emotional Regulation: Remains calm, solutions-oriented, and respectful when interacting with residents and visitors, including during high-volume or emotionally sensitive situations.
• Comfort with High-Volume Work: Effectively manages frequent interruptions, competing demands, and a steady flow of in-person, phone and email inquiries.
• Accuracy & Follow-Through: Maintains careful documentation and ensures tasks are completed thoroughly and on time.
• Prioritization & Task Management: Independently assesses urgency and manages multiple responsibilities.
• Humility & Service Orientation: Approaches administrative work with pride and consistency, including routine or repetitive tasks
• Communication & Professionalism: Communicates clearly and respectfully with diverse populations.
• Feedback & Growth Orientation: Receives feedback constructively and adjusts approach accordingly.

Qualifications:
• 3+ years of administrative or office support experience
• Experience in nonprofit, housing or community-based settings preferred
• High school diploma required; additional education or equivalent experience welcomed
• Proficiency in Microsoft Office and general office technology

Working Environment & Expectations
• In-Office presence required
• Consistent front desk coverage during business hours is expected
• Ability to lift up to 20 pounds
• Occasional participation in agency events
• Interest in working within a Jewish-rooted organization serving diverse neighborhoods
• Comfort operating in an environment with clear expectations and accountability

Compensation & Benefits
The salary range for this position is $50,000 - $58,000, commensurate with experience and demonstrated competency.

CHAI offers a competitive benefits package designed to support employees’ health and well-being. Benefit-eligible employees have access to:
• Medical insurance
• 401(k) plan with 100% immediate vesting of employer match
• Employer-paid Life/AD&D and Long-Term Disability
• Optional employee-paid coverage including Dental, Vision, Short-Term Disability, supplemental and specialty plans, and FSA/HSA options
• Waived membership fee to the Baltimore Jewish Community Center
• Wellness programming, Employee Assistance Program (EAP), and access to a benefits hotline for personalized support

CHAI also offers generous paid time off, including vacation, sick leave, and paid holidays to support rest and well-being.