Administrative Assistant, Reception - Tucson

HOM•Tucson, AZ

5d•$41,184 - $43,513

About The Position

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 you’re passionate about making a difference in our communities, there’s 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.

Requirements

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.
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 HOM’s core competencies: Emotional Intelligence, Expertise, Ethics, and Excellence.
Ability to lift to 20 lbs. regularly.
A valid driver’s license
High School Diploma or GED required
Understanding or commitment to “Housing First” principles in ending homelessness
Minimum of 1–3 years of experience in administrative support, reception, office coordination, or related business operations roles required.

Nice To Haves

Basic project coordination and process documentation skills preferred.
Experience in a fast-paced or high-volume customer service environment preferred.
Experience supporting multiple team members or departments preferred.

Responsibilities

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.
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.
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.
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.
Willingness to perform other duties as needed or assigned.

Benefits

Offering excellent medical, dental, and vision benefits, HOM also provides employee assistance programs for physical and mental well-being.
Because this is challenging work, HOM is committed to providing monthly chair massages, employee wellness program events and challenges, blood drives, and more.
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.
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.
At HOM, we’re 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.

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