Job Details

JOB DESCRIPTION

TITLE: Human Resources & Operations Coordinator

REPORTS TO: Associate Director, People Operations

DEPARTMENT: Human Resources

STATUS: Regular, full-time

FLSA STATUS: Non-Exempt

WAGE RANGE: $26.87-$33.85/hour

GRANT FUNDED: No

UNION POSITION: Yes

LOCATION: TNDC Central Offices - 201 Eddy and 215 Taylor

SCHEDULE: 100% on site at TNDC Main Offices

SUMMARY

Under the direct supervision of the Associate Director, People Operations, the Administrative Assistant I is responsible for serving as the main receptionist for TNDC's administrative central offices, and for providing general administrative support to the Operations and Human Resources Department.

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

ESSENTIAL DUTIES

Recruitment & Hiring Support:

• Follow up with supervisors to coordinate interview timelines.

• Post job advertisements across approved platforms in line with internal equity guidelines and jurisdictional pay-transparency rules.

• Assist with interview scheduling, candidate communication, and required documentation while maintaining accessibility and equal-opportunity standards.

• Follow up on missing employee paperwork, certifications, and onboarding requirements as directed by HR leadership, ensuring proper documentation per retention and privacy rules (Cal/OSHA, DFEH, and CBA recordkeeping standards).

• Assist with onboarding documentation, orientation logistics, and employee status changes, ensuring accuracy and timely processing.

• Maintain accurate tracking of HR policies, updates, and implementation status to support compliance with San Francisco, California, and federal labor regulations, as well as union requirements.

• Track and update the HR team's "To-Do," deadlines, and the annual HR Workplan to ensure timely completion of action items.

• Follow up with Directors and Supervisors on assigned HR tasks, ensuring alignment with organizational processes and labor-management agreements.

• Maintain confidentiality of sensitive HR and employee information in compliance with California privacy laws, organizational policies, and union protocols.

• Participate in staff meetings and prepare to provide updates.

• Provide administrative support for HR programs that strengthen workplace culture and employee experience such as all staff meetings, office social gatherings, and special events.

• Process HR Leadership employee expense reports and support invoice tracking with accuracy and adherence to internal controls.

• Assist with budget preparation, data tracking, and maintaining financial records relevant to HR operations.

• Liaise with external HR vendors-including benefits administrators, training providers-for billing, payment inquiries, and service coordination.

• Serve as the main point of contact for TNDC's primary phone line and public-facing email account, ensuring messages are routed to the appropriate staff or department in a timely manner.

• Serve as the primary receptionist for TNDC's central offices, providing a welcoming and professional first point of contact for all visitors and callers.

• Order and maintain supplies and office equipment for multiple office locations as needed.

• Maintain and regularly update TNDC's central office staff directory to ensure accuracy.

• Respond promptly and courteously to in-person, phone, and email inquiries from tenants, housing applicants, job applicants, vendors, and community members.

• Support the day-to-day operations of TNDC's central offices, including maintaining office equipment, ordering and organizing supplies, and ensuring a clean and efficient work environment.

• Manage incoming and outgoing mail and deliveries, ensuring timely distribution to appropriate departments or staff.

• Coordinate with Senior Operations Manager, central office custodian, and external janitorial vendors to maintain consistent, high-quality cleaning and facility standards.

• Process staff business card orders and maintain accurate records of distribution.

• Provide logistical and administrative support for special events, meetings, and mass mailings.

• Assist the Senior Operations Manager with planning and coordinating TNDC's monthly staff luncheon.

• Manage distribution of TNDC six (6) Main Offices key fobs for new hires and current staff and assist with quarterly audits of fobs and alarm codes.

• Perform other administrative and operational support duties as assigned.

• Excellent organizational, interpersonal, communication, and writing skills.

• Strong ability to prioritize tasks and manage multiple projects simultaneously.

• Flexibility and adaptability to meet evolving deadlines and work requirements.

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, SharePoint), Microsoft Teams, and Zoom.

• Demonstrated ability to work independently and as part of a team and follow instructions with minimal supervision.

• Good written and verbal communication skills.

• High attention to detail and commitment to accuracy and quality.

• Ability to sit for an extended period.

• Manual dexterity: using a keyboard, mouse, phone, copier, and other office equipment efficiently.

• Occasional standing, walking, or bending to include filing documents, retrieving office supplies, attending meetings.

• Ability to lift or carry up to 20 lbs.

• Ability to operate office equipment such as personal computers and calculators.

• Ability to coordinate eyes, hands, and fingers in performing word processing, writing, reading, and similar tasks.

• Visual acuity is necessary to review documents.

• Hearing acuity sufficient to use telephone and communicate with tenants, and staff.

• Ability to perform sedentary to light physical work involves sitting most of the time.

• Ability to work in an office environment.

• Ability to travel to various work sites as needed.

• Ability to maintain focus and performance despite interruptions, shifting deadlines, and evolving workloads.

• Demonstrated ability to adapt to changing office environments, priorities, and work conditions with minimal disruption to productivity.

• Demonstrate flexibility in work schedules, task assignments, and team collaboration needs.

• Ability to add, subtract, multiply, divide, and calculate decimals, ratios, percentages, and fractions.

• Ability to calculate weights and measures.

• Ability to apply mathematical and analytical skills to reporting, and data analysis.

• Proficiency in using office software (e.g. Excel) to manage data and perform calculations.

• Ability to comprehend and correctly use informational documents

• Ability to communicate effectively with residents, coworkers and staff at all levels, residents, government officials, both verbally and in writing.

• Ability to keep abreast of changes in policy, regulations, methods, operations, etc., as they apply to compliance and occupancy procedures and activities.

• Maintain confidentiality and professionalism in all communications.

• Ability to use correct grammar, spelling, and punctuation in all written correspondence.

• High School diploma or equivalent (GED)

• At least one (1) year of clerical, administrative, or office support experience in a customer-facing role.

• Ability to communicate with diverse tenants and staff population.

• Two (2) years of experience working in an affordable housing management company.

• Computer literate with experience in Microsoft Office (Word, Excel, Outlook, Access).

• Associate's degree or some college coursework in business administration, office management, or a related field.

• Experience with office equipment (printers, copiers, scanners).

• Knowledge of residential property management, building systems, and housing quality standards.

• Bi-lingual or fluent in Spanish-English, Chinese-English, Vietnamese-English, Tagalog-English, or Russian-English.