Office & Administrative Coordinator

Position Overview

Rainbow Village is seeking a highly organized, technology-savvy, and service-oriented Office & Administrative Coordinator to support the daily operations of our growing organization.

This position serves as a key point of coordination for office operations, staff support, resident intake administration, board and committee logistics, organizational systems, and special events. As the first point of contact for many visitors, residents, donors, volunteers, and community partners, this individual plays an important role in creating a welcoming, professional, and efficient environment that reflects the mission and values of Rainbow Village.

We are looking for someone who genuinely enjoys helping people, takes pride in keeping things organized, and can confidently learn and manage new technology platforms. The ideal candidate is proactive, resourceful, detail-oriented, and comfortable balancing multiple priorities while ensuring that both guests and team members have a positive experience.

Key Responsibilities

Office Administration & Organizational Support

• Coordinate day-to-day office operations and administrative systems
• Maintain office supplies, equipment, facilities coordination, and vendor relationships
• Support organizational calendars, meeting logistics, and internal communications
• Assist with technology setup, equipment management, and basic troubleshooting
• Help create a welcoming and well-organized environment for staff, residents, volunteers, and visitors

Staff & Executive Support

• Coordinate employee onboarding and offboarding activities
• Maintain organizational records, directories, calendars, and communication tools
• Provide administrative support to the CEO and leadership team
• Assist with special projects and organizational initiatives as needed

Board & Meeting Coordination

• Coordinate logistics for board and committee meetings
• Support meeting preparation, room setup, hospitality, attendance tracking, and document management
• Maintain board-related systems and organizational records

Resident Intake & Data Administration

• Support prospective resident inquiries and intake processes
• Maintain accurate records within Casebook and other organizational systems
• Assist with resident onboarding, documentation management, and data quality efforts
• Support workflow improvements, reporting, and system administration activities

Communications & Event Support

• Assist with organizational communications, signage, promotional materials, and branded materials
• Support fundraising, community engagement, and special events
• Coordinate staff celebrations, recognition activities, and other internal events
• Assist with maintaining a positive and engaging workplace culture

Qualifications

Required

• Three or more years of administrative, office management, project coordination, or related experience
• Strong technology skills and the ability to quickly learn new software platforms and systems
• Proficiency with Microsoft Office and Google Workspace
• Excellent organizational, communication, and customer service skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Ability to work independently while collaborating effectively with a team

Preferred

• Experience working with databases, CRM systems, case management software, or similar platforms
• Experience coordinating meetings, events, or projects
• Familiarity with Canva or similar design tools
• Experience supporting executive leadership, boards, or committees

Desired Characteristics

The ideal candidate is:

• Friendly, welcoming, and relationship-oriented
• Highly organized and dependable
• Proactive and resourceful
• Comfortable learning and managing technology systems
• Creative and solutions-focused
• Adaptable in a fast-paced environment
• Professional and trustworthy when handling confidential information
• Committed to Rainbow Village's mission of Help. Hope. Housing. Healing.

Why Join Rainbow Village?

Rainbow Village is transforming the lives of families experiencing homelessness through housing, hope, and opportunity. As we prepare for a major expansion that will more than double the number of families we serve, this role offers the opportunity to be part of a growing organization making a lasting impact in the community.

The Office & Administrative Coordinator plays a vital role in helping our team operate effectively so that families can focus on building brighter futures.