Administrative Assistant, Reception Tucson

THERES NO PLACE LIKE HOM

As a national leader in housing assistance programs HOM Inc. is dedicated to building communities where the promise of home is a reality for everyone because we believe individuals families and communities are safer healthier and stronger when everyone has a home. Whether ending homelessness through housing assistance guiding new landlords and property owners through the financial benefits of our programs or advocating among local leaders for increased funding and supportive services our HOM team engages in meaningful work that advances our mission of ending homelessness in Arizona through housing.

Honored as a Top 100 Companies to Work for in Arizona HOM provides opportunities to make an impact alongside generous pay benefits work/life balance and PTO among many other great perks. If youre passionate about making a difference in our communities theres no place like HOM.

If you would describe yourself as sociable diligent thorough supportive and composed we want to talk to you about joining the HOM team as an Administrative Assistant Receptionist.

The Administrative Assistant Reception serves as the first point of contact for HOM Inc. participants partners and guests and plays a critical role in ensuring smooth front desk operations while supporting key business and operational functions. This position is responsible for reception services as well as administrative and operational support that strengthens internal systems improves workflow efficiency and enhances the effectiveness of Housing Programs and Business Operations.

The ideal candidate is highly organized service-oriented and proactive with the ability to manage a high-volume front desk environment alongside competing priorities and scheduled appointments. This role requires exceptional communication interpersonal and customer service skills along with strong organizational abilities and sound judgment. The Administrative Assistant must demonstrate discretion when handling confidential information work independently with minimal supervision maintain a collaborative team-oriented attitude and think both tactically and strategically to prioritize and execute responsibilities effectively.

The Administrative Assistant Reception is a non-exempt position classified as Administrative Support.

Primary Job Responsibilities

Front Desk & Reception Operations

• Greet and welcome all visitors clients landlords and partners with professionalism and warmth.
• Direct visitors appropriately and notify personnel of arrivals.
• Manage multi-line phone systems; retrieve and distribute general voicemail messages.
• Maintain lobby reception area and common areas in a clean organized and welcoming condition.
• Open and close the office in accordance with established procedures.
• Provide clients with low-level assistance.
• Maintain and distribute updated Community Coordinated Entry resource lists.
• Prepare conference rooms for meetings and daily use.
• Assist with daily briefings client flow coordination and appointment traffic management.
• Order meals and coordinate logistics for company meetings and events.
• Support internal initiatives (cultural e.g. birthday acknowledgments team support activities) and the Safety committee.

Inspection Duties

• Support with damage claims and vacancy loss requests.
• Monitor and respond promptly to all inspection-related emails requests and inquiries to ensure timely communication and issue resolution.
• Oversee and manage the Padmission Journey Inspections tab ensuring inspection data is accurately entered updated and tracked for scheduling completion and reporting purposes.
• Communicate regularly with program participants and landlords via phone email and in person to provide updates answer questions and resolve issues promptly.
• Prepare and distribute official notices to landlords and participants through mail and email in accordance with program timelines and requirements.
• Perform accurate data entry in housing program software and assist team members in maintaining data integrity.
• Assist with damage claims vacancy payments.
• Review move out actions to follow move out inspections.

Program Duties

• Assist in the daily briefings by making photocopies directing clients to correct location and finalizing intake
• packets.
• Print assemble and maintain program orientation packets and keep adequate supplies made up in advance.
• Access and run DES reports using the DES Aztec system for team members.
• Print assemble and maintain annual recertification packets and keep adequate supplies made up in advance.
• Generate mailing labels; prepare and mail annual recertification packets.
• Assist with housing program referral and briefing attendance tracking systems including maintenance of
• spreadsheets and exchange of associated paperwork with partners
• Provide data input into company software programs
• Generate performance report for housing programs weekly for updating data visualizations
• Provide clients with low level assistance utilizing company software programs.

Administrative Support

• Perform filing scanning copying and document management.
• Process incoming and outgoing mail; ensure timely distribution.
• Assist with terminated file processing and data entry into tracking systems.
• Maintain organized electronic and physical filing systems.
• Process the terminated files by breaking down the file scanning the file and entering data into tracking
• spreadsheets
• Protect confidential information in compliance with HOM Privacy and Security policies.
• Support office and facilities operations by managing supply inventory coordinating vendors maintaining equipment and ensuring a safe functional and professional work environment.
• Strengthen internal systems by documenting updating and standardizing administrative procedures maintaining operational checklists and supporting continuous process improvement efforts.
• Provide operational data support through accurate tracking spreadsheet management quality control checks and preparation of basic reports for leadership review.
• Promote organizational compliance and risk management by maintaining proper documentation safeguarding confidential information (PII/PHI) and supporting audit and monitoring readiness.

Essential Skills & Competencies

• Proficiency in Microsoft Office 365 (SharePoint OneDrive Teams Planner Outlook Word Excel).
• Strong organizational skills with the ability to manage multiple concurrent priorities effectively coordinate projects and meet deadlines in a fast-paced environment.
• Proactive problem solver with the ability to adapt quickly to changing priorities and unexpected challenges while maintaining professionalism and efficiency.
• High attention to detail and accuracy.
• Demonstrated customer service excellence.
• Strong written and verbal communication skills.
• Sound judgment and discretion with confidential information.
• Ability to work independently with minimal supervision.
• Basic project coordination and process documentation skills preferred.

Other Skills and Requirements

• Must pass a background check with no findings that impact the ability to fulfill compliance and role responsibilities.
• This role will have access to sensitive data including Personally Identifiable Information (PII) and Protected Health Information (PHI) and must adhere to HOM Data Security and Privacy Policies.
• Team Member may use or disclose PII or PHI through the course of their financial duties listed above. All use and disclosure is subject to procedures outlined in the HOM Privacy Policies.
• Must demonstrate HOMs core competencies: Emotional Intelligence Expertise Ethics and Excellence.
• Ability to lift to 20 lbs. regularly.
• Willingness to perform other duties as needed or assigned.
• A valid drivers license

Education and Experience

• High School Diploma or GED required
• Understanding or commitment to Housing First principles in ending homelessness
• Minimum of 13 years of experience in administrative support reception office coordination or related business operations roles required.
• Experience in a fast-paced or high-volume customer service environment preferred.
• Experience supporting multiple team members or departments preferred.

LEARN MORE ABOUT US

Taking care of people is central to our work which is why we offer highly competitive pay and a comprehensive and generous benefits program.

HEALTH

Offering excellent medical dental and vision benefits HOM also provides employee assistance programs for physical and mental well-being.

WELLNESS

Because this is challenging work HOM is committed to providing monthly chair massages employee wellness program events and challenges blood drives and more.

SAVINGS

In addition to competitive pay save for retirement with employer matching and opportunities for financial planning. Other insurance benefits include life disability and accident insurance and more.

BALANCE

Ensuring a healthy balance between work and life is important. Because individual needs for time away from work are diverse we offer generous paid time off (PTO) including 13 paid National holidays.

FUN

At HOM were not afraid of hard work or a good time! To keep our team strong and connected our employee-driven Culture Committee strives to provide engaging opportunities all year round.

Successful candidates will be required to complete a short behavioral and cognitive assessment prior to advancing to an interview.

Drug Free Workplace:

HOM Inc. is a Drug Free Workplace where post offer applicants and employees are subject to testing for drugs and alcohol when criteria is met as outlined in our policies.

Equal Opportunity Employer:

HOM Inc. is an Equal Opportunity Employer including disability/vets. HOM Inc. is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over color disability gender identity genetic information military or veteran status national origin race religion sex sexual orientation or any other applicable status protected by state or local law.

If you are a qualified individual with a disability or a disabled veteran you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting the Business Operations at

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