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Employment Opportunities

Office Manager / Intake Specialist

Project Home is seeking an Office Manager / Intake Specialist.  This position serves as a first point of contact for customers, vendors and walk-ins.  The Office Manager is responsible for all tasks related to office upkeep and office systems.  The role includes handling the intake of customers to our assistance programs, scheduling the initial energy audit and the data entry associated with that.  This role also handles administrative tasks for the agency’s Optimus Program.

Office management duties:

  • Greet visitors, answer phone and route voicemails/messages to appropriate individuals.
  • Maintain office, vehicle keys and security codes, as well as maintain building security system.
  • Responsible for securing vendors for building maintenance (lawn mowing/snow removal).
  • Maintain office equipment such as phone system, copy machines, postage machines, printers, fax and company cell phones, as well as train new employee on usage.
  • Primary contact for all office vendors.
  • Maintain Board of Directors list and phone lists.
  • Collect reports for the Board of Directors packet, distribute board packets to board members, take minutes and coordinate catering for board meeting.
  • Open, date stamp and distribute incoming mail, as well as print and date stamp all incoming invoices.
  • Maintain and update telephone and voicemail systems, as well as train new employees on usage.
  • Maintain info email and respond to all inquiries in a timely manner, as well as check fax email inbox for incoming faxes.
  • Enter check and cash deposits into financial database. Process customer payments via Paypal or in person.
  • Check and update vender certificates of insurance.
  • Assist outreach with mailings and maintaining donor database.
  • Provide administrative support for procurement work.
  • Maintain inventory of office and kitchen supplies.
  • Provide birthday posters and anniversary cards to supervisors/employees.
  • Register employees for hotels when attending trainings and process per diems.
  • Process uniform orders for employees.

Weatherization intake duties:

  • Respond to customer inquiry calls and emails.
  • Obtain the required documentation from customers.
  • Schedule energy audit appointments.
  • Perform data entry in agency database and WisWAP.
  • Maintain accurate customer files.
  • Help qualify multi-unit weatherization jobs.

Optimus Program duties:

  • Respond to customer inquiries.
  • Enter customer payments into agency database.
  • Set up estimates for bid energy audits.
  • Create customer files and order fuel records.

Education & Experience:

  • Three years administrative/office management experience.
  • Two years front desk experience.

Certifications & Licenses:

  • Must possess a valid driver’s license and have an acceptable driving record.
  • Attain BPI Building Analyst certification within a year of starting.  Attain QCI certification the following year.
  • Must be able to obtain the required certifications for this position, which include, but aren’t limited to asbestos inspector and supervisor, contractor dwelling qualifier, notary public, housing quality standards and BPI Quality Control Inspector.
  • Basic and Intermediate Energy Auditor training a plus.

Skills & Abilities:

  • Excellent communication skills and sensitivity to the needs of customers.
  • Intermediate MS Office experience (Outlook, Word & Excel).
  • Ability to maintain office systems, procedures, and equipment.
  • Ability to efficiently handle multiple priorities.
  • Strong proofing, grammar, and spelling skills.
  • Strong organizational skills and strong attention to detail.
  • Ability to work independently, exercising judgment and initiative.
  • Ability to handle confidential information.
  • Relevant experience in a non-profit setting is desirable. 
  • Must be a team oriented individual.

Project Home offers an excellent benefits package with company paid health, dental, short term and long-term disability, and life insurance, as well as generous PTO and Holiday pay.  Project Home fosters work-life balance for all of its employees in a caring supportive environment.  Interested candidates should send their resume to:

Project Home, Inc.
Attn: HR Manager
3841 Kipp St
Madison, WI  53718
E-mail: karin@projecthomewi.org
Equal Opportunity/Affirmative Action Employer


 

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