Job Description

The Office Administrator (OA) is a full-time position responsible for managing the daily administrative, operational, and financial functions that support the mission of Habitat for Humanity of Walton County, FL (HFHWC). This role ensures smooth office operations, maintains accurate financial records, and supports staff, volunteers, and partner families throughout the Homeownership program.

The OA oversees bookkeeping in QuickBooks, manages accounts payable and receivable, reconciles donations and bank statements, and assists with financial reporting and compliance documentation. Additionally, the OA serves as the central point of contact for visitors, applicants, and staff—coordinating schedules, communications, and office resources to promote efficiency and collaboration across departments.

An ideal candidate is highly organized, detail-oriented, and capable of balancing multiple priorities with accuracy and professionalism. The OA reports directly to the Operations Director and must demonstrate a strong commitment to the mission, values, and community impact of Habitat for Humanity of Walton County.

• Serve as the first point of contact for visitors, employees, potential applicants, volunteers, and homeowners, ensuring a welcoming and professional environment.
• Manage all stages of the Homeownership program, including inquiries, application intake, document tracking, and maintenance of Applicant/Partner Family folders.
• Manage calendars, schedule meetings (virtual and in-person), coordinate correspondence, and track key deadlines.
• Maintain and update office equipment, supplies, and systems; arrange maintenance as needed to ensure efficient operations.
• Answer and return phone calls and emails promptly; maintain a daily phone log and direct inquiries to appropriate staff or committees.
• Maintain and update the donor database; draft and send thank-you letters to donors within two business days of donation receipt.
• Provide guidance and oversight for office volunteers, ensuring task completion and quality of work; collaborate with the Volunteer Coordinator as needed.

• Manage all aspects of QuickBooks accounting, including accurate and timely entry of financial transactions.
• Maintain organized records for accounts payable, accounts receivable, bank reconciliations, and expense tracking.
• Record and reconcile all monetary and in-kind donations, payments, and revenue on a daily basis.
• Review, verify, and document all transactions to ensure data integrity and financial accuracy.
• Assist with preparation of monthly, quarterly, and annual financial reports to support management review, board meetings, and compliance requirements.
• Collaborate with leadership and program staff to ensure proper financial documentation for programs, grants, audits, and reporting.
• Support the development and improvement of financial procedures to enhance efficiency, transparency, and accountability.

• Perform additional office-related tasks as required, including providing administrative support to the CEO and Operations Director.

• Proven experience with bookkeeping, accounting, or financial administration.
• Proficiency in QuickBooks and the Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Strong organizational, analytical, and problem-solving skills.
• Ability to handle confidential and sensitive information with discretion.
• Excellent communication and interpersonal skills; professional and team-oriented demeanor.
• Detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment.

Habitat for Humanity of Walton County offers a competitive compensation package, including:

• Salary: $40,000–$50,000 annually, commensurate with experience
• Benefits: Medical insurance and a matching 401(k) plan for full-time employees
• Paid Time Off (PTO) and paid holidays for full-time employees
• Flexible Scheduling: Part-time arrangements may be considered for the right candidate, with compensation and benefits adjusted to reflect the agreed-upon schedule.

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