Job Description

Co-Reports To

: Director, Housing Partnerships & Director, Operations & Org. Development

Division

: Administration

Hours of Employment:

37.5 hours per week, Full-time, between the hours of 9 am - 5 pm. Could include weekend hours.

Location:

104 Dawson Road, Guelph, ON, N1H 1A6, and various locations throughout Guelph and Wellington County

Website:

www.habitatgw.ca

Who We Are

Habitat for Humanity Guelph Wellington is leading the way in addressing one of the most pressing issues of our time: the need for affordable homes. We partner with working families in need of an affordable, safe and secure place to live and enable their family's ability to thrive. We are a land developer, a home builder, a fundraiser, and a mortgage holder. In support of our homebuilding operations, Habitat GW operates two retail home improvement stores called the Habitat ReStore, which sells donated home furnishings, appliances, and renovation materials, with all proceeds helping us build more homes.

Habitat GW is growing. We are an innovative, entrepreneurial social enterprise that has been increasing our capacity for impact each and every year.

Position Summary

The Administrative Services Coordinator provides essential administrative and operational support across multiple functions within the affiliate. This role ensures smooth day-to-day operations, efficient volunteer and housing partnerships administration, and coordination of key organizational systems such as IT, office management and event logistics. This hybrid role requires someone who is organized, compassionate, and detail-oriented, with the ability to handle multiple responsibilities and priorities in a nonprofit environment. You will play an integral role in supporting our team and contributing to the success of our builds and family programs.

Duties and Responsibilities

Office Administration and Technology Systems Support:

Act as the office receptionist to greet visitors and connect them to the correct party Purchase and maintain office and kitchen supplies including ordering printed materials such as business cards and literature Provide general administrative assistance across other departments as required Manage phone and IT system administration, liaising with service providers when needed Support the Director, Operations & Organizational Development in obtaining data and metrics from various teams as required for the completion of National compliance reporting deadlines Place orders, complete setup, and maintain computers and phone systems for new and existing employees Coordinate the service providers for pest control, photocopier maintenance, and other operational needs Manage daily mail collection, sorting, and distribution Maintain the document management library for information storage to support reporting across the affiliate corporate library (SharePoint), document tracking and understanding of metrics across all affiliate activities to promote corporate knowledge and transparency in the following critical areas:
o Administration (forecast of ongoing commitments)

o National (quarterly and annual metrics compilation and submission)

o Housing Partnerships and Volunteer Services (collection and maintenance of financial document storage: net asset summary, rental and commercial reporting, family annual income review)

Support onboarding of new employees by supplying intake materials and documentation packages Coordinate with landlords and property managers as needed

Finance Support:

Prepare and mail T5 letters to Community Bond investors Preform accounts payable data entry following departmental approvals and scan supporting documents Reconcile corporate Visa receipts and track expenditures

Housing Partnership Support:

Actively contribute to the development and improvement of processes and systems for Housing Partnerships Assist the Director, Housing Partnerships with compilation of documents relating to Family Services including but not limited to:
o Annual Family income and mortgage reviews, annual family equity report, family volunteer hours coordination, implementation of family education programs, facilitation of online application process and maintenance of the applicable database

Track new leads and maintain accurate family records on secure digital and physical systems Support the family application process, including interviews, screenings, and follow-ups Support and help facilitate information sessions for prospective Habitat families Conduct family visits and home tours as needed Assist in coordinating maintenance work for Habitat-owned units Complete required MCAP / mortgage administration tracking activities in coordination with entries logged by the Accounting Manager

Volunteer Coordination Support:

Track and maintain accurate volunteer and family partner hours within Better Impact Review and approve volunteer requests and ensure proper documentation is obtained Support onboarding for new volunteers (excluding Restore and Build site) Maintain communication and recordkeeping for active volunteers and family partners

Event and Community Support:

Support HFHGW events, fundraising efforts, and various community outreach mechanisms as needed

Key Success Metrics:

Instilling organization-wide connection to and support of our partner families Highly organized and able to multi-task while meeting various program deadlines Supporting families in achieving contractual volunteer commitments Passion for supporting our mission and values Adaptable and a willingness to grow in the organization

Relevant Skills and Abilities:

Sound judgment and strong prioritization skills Knowledge of non-profit affordable housing programs is an asset Strong verbal and written communication skills High attention to detail 2 - 3 years experience overseeing volunteer coordination or family financial reviews, preferably within a non-profit or community-based organization Strong interpersonal skills with a high level of comfort working with the public and the ability to consistently interact in a positive and supportive manner Strong time management and organizational skills Demonstrated team building and coaching skills Strong interpersonal skills in client relations Must be computer literate related to MS office products (Excel, Word, Outlook)

Other Requirements

Resident of Ontario who holds a valid G drivers license with access to a reliable vehicle First-aid training is an asset Current police record check required upon hire, and annually with updates Ability to work a flexible schedule as some evening and weekend work may be required Speaking abilities in other languages would be an asset

Why Join Us

A meaningful opportunity to make a difference in your local community The pride of being part of a highly respected, high profile global non-profit A stimulating, fast paced professional opportunity in a team of like-minded 'world-changers' Comprehensive health and dental benefits Wellness initiatives including an EFAP plan

Your Future at Habitat for Humanity GW Awaits

Applicants must be eligible to work in Canada throughout the duration of their employment with Habitat for Humanity GW. Proof of eligibility will be required.

Habitat for Humanity GW is committed to creating a diverse environment and is proud to be an equal opportunity employer.

We thank all applicants for their interest in Habitat for Humanity GW, however only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $56,488.00-$65,200.00 per year

Benefits:

Dental care Employee assistance program Extended health care Life insurance On-site parking Paid time off
Ability to commute/relocate:

Guelph, ON: reliably commute or plan to relocate before starting work (required)
Language:

English (required)
Work Location: Hybrid remote in Guelph, ON