Minimum Requirements

• High School Diploma or GED and at least one year of administrative office experience.
• Reliability & Adaptability
• Demonstrates dependability and flexibility, with the ability to manage sensitive information while maintaining a high level of confidentiality.
• Technical Proficiency
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and capable of quickly learning new business software and applications.
• Regulatory Knowledge
• Working knowledge of regulations and procedures related to the Department of Buildings (DOB), Department of Health (DOH), and Department of Environmental Protection (DEP).
• Communication Skills
• Excellent verbal and written communication skills, with the ability to effectively engage with all levels of staff and management.
• Organizational Skills
• Strong ability to prioritize tasks, manage multiple responsibilities simultaneously, and maintain attention to detail in a fast-paced environment.
• Certification Requirement
• Must obtain the S-95 Fire Safety Director Certification within 90 days of employment.
• Must obtain Notary certification within 90 days of employment.
• Project Management
• Excellent internal, external customer service skills and strong interpersonal skills.
• Highly trained in conflict management and business negotiation processes.
• Exceptional communication and organizational skills
• Detail oriented and accurate especially with numbers
• Customer service experience
• Ability to work under pressure
• Self-motivated and self –directed
• Ability to assert oneself
• Exemplary time management skills
• Ability to work with staff in solving problems and ability to take direction and function as part of a team

• Financial Documentation & Reconciliation:
• Collect, review, and submit all departmental financial documentation—including credit card receipts, vendor invoices, supply purchases, and employee reimbursements—to ensure accurate processing, reconciliation, and alignment with budgetary guidelines.
• Work Order Scheduling & Data Analysis:
• Develop and manage monthly and annual work order schedules.
• Track, analyze, and report on work order data to support informed business decisions and operational improvements.
• Work Order Ticketing System Management:
• Oversee the work order ticketing system by assigning tickets to appropriate Facility Managers, monitoring progress, ensuring timely follow-up, and confirming closure of all tickets.
• Incident Reporting & Compliance
• Collaborate with the management team to report, investigate, and follow up on all workplace incidents.
• Ensure compliance with OSHA regulations, Workers’ Compensation requirements, and internal incident reporting protocols.
• Facilities Oversight & Project Implementation
• Partner with Facility Managers to assess, plan, and execute building and equipment repairs, capital purchases, and renovation projects, ensuring alignment with organizational standards and timelines.
• Safety & Security Monitoring
• Work closely with the Safety and Security Officer to investigate incidents of theft or property damage.
• Maintain accurate records and implement preventive measures to protect organizational assets.
• Committee Participation
• Actively participates in organizational committees to contribute to cross-functional initiatives and strategic planning efforts.
• Facility Site Visits
• Conduct monthly visits to facilities to monitor conditions, ensure compliance with operational standards, and support on-site staff. Administrative Support for CEO
• Manage and organize incoming mail and documents; scan and file materials as needed to maintain digital and physical records.
• Serve as a liaison with the Finance Department to coordinate check processing and related financial documentation.
• Prepare and organize the office environment for executive visitors, ensuring professional and welcoming experience.
• Collaborate with the Executive Assistant to gather and prepare materials for in-person board meetings.
• Provide hands-on support with technology setup and troubleshooting for the CEO, including virtual meetings and device coordination.
• Monitor and review the Teams Shift schedule to ensure alignment with operational needs and executive priorities.

Minimum Requirements

• High School Diploma or GED and at least one year of administrative office experience.
• Reliability & Adaptability
• Demonstrates dependability and flexibility, with the ability to manage sensitive information while maintaining a high level of confidentiality.
• Technical Proficiency
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and capable of quickly learning new business software and applications.
• Regulatory Knowledge
• Working knowledge of regulations and procedures related to the Department of Buildings (DOB), Department of Health (DOH), and Department of Environmental Protection (DEP).
• Communication Skills
• Excellent verbal and written communication skills, with the ability to effectively engage with all levels of staff and management.
• Organizational Skills
• Strong ability to prioritize tasks, manage multiple responsibilities simultaneously, and maintain attention to detail in a fast-paced environment.
• Certification Requirement
• Must obtain the S-95 Fire Safety Director Certification within 90 days of employment.
• Must obtain Notary certification within 90 days of employment.
• Project Management
• Excellent internal, external customer service skills and strong interpersonal skills.
• Highly trained in conflict management and business negotiation processes.
• Exceptional communication and organizational skills
• Detail oriented and accurate especially with numbers
• Customer service experience
• Ability to work under pressure
• Self-motivated and self –directed
• Ability to assert oneself
• Exemplary time management skills
• Ability to work with staff in solving problems and ability to take direction and function as part of a team.

Housing Works requires employees working in our Health Services division to be fully vaccinated against COVID-19, unless approved for a legal accommodation. If you need an accommodation for any reason, including related to this job requirement, please contact Human Resources.
Job candidates should be aware that scammers may pose as employers and create fake job postings in order to extract personal information from individuals for financial gain. Housing Works will never ask job candidates for personal information, such as social security numbers or bank account details, over the phone. If you suspect that a job posting may be fake or wish to confirm that a job posting from Housing Works is genuine, please contact us at recruitment@housingworks.org
Housing Works was founded in 1990; With a long-term commitment to AIDS advocacy. Housing Works established New York State’s first harm reduction-based, OASAS-licensed outpatient drug treatment program. Other services include Health Home care management, behavioral health, and syringe exchange programs. A pioneer in the social entrepreneurship movement, Housing Works operates 10 high-end thrift shops in Manhattan and Brooklyn and a much-loved Bookstore Cafe in Soho. For more information, visit www.housingworks.org
Housing Works fights for funding and legislation to ensure that all people living with HIV/AIDS have access to quality housing, healthcare, HIV prevention, and treatment, among other lifesaving services.
Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training