Administrative Services Coordinator

Are you organized, approachable, and comfortable keeping a busy office running smoothly? Boys & Girls Haven is seeking an Administrative Services Coordinator who takes initiative, follows through, and enjoys helping others.

About Boys & Girls Haven

Boys & Girls Haven is a Louisville nonprofit serving youth and families through residential care, independent living support, counseling, and other programs. Our work provides young people with safety, stability, and opportunities to build their futures. Every role contributes to that mission—including the people who keep our offices organized, welcome visitors, and help staff get what they need.

About the Role

As our Administrative Services Coordinator, you will be a welcoming first point of contact and a dependable resource for staff across the organization. Your work will include front desk reception, office management, maintenance request tracking, and coordination with Facilities. You will also provide backup administrative support for Board, Finance, and HR activities.

This position reports to the Director of HR and is well suited to someone who can work independently, solve routine problems, and recognize when to seek guidance.

What You’ll Do

• Welcome visitors, answer incoming calls, and connect people with the appropriate staff member.

• Keep daily office operations organized, including correspondence, reports, appointments, shared calendars, and meeting spaces.

• Handle incoming and outgoing mail, packages, shipping, and receiving, and maintain the mail and packaging supplies area.

• Maintain office supplies and inventory, gather pricing information, and prepare purchase requests for approval.

• Track maintenance work requests and work orders, route requests to Facilities, follow up on open items, and promptly communicate urgent concerns.

• Coordinate authorized key and badge assignments, maintain assignment records, and track returns.

• Schedule approved vendor visits, obtain quotes, and prepare comparisons for leadership review.

• Maintain organizational email distribution lists.

• Provide backup administrative support for Board, Finance, and HR activities, including scheduling, meeting logistics, and preparing or distributing materials.

What You’ll Bring

• A high school diploma or GED. An associate’s degree in business, office administration, or a related field is preferred.

• At least five years of progressively responsible experience in office administration, office management, facilities coordination, or a related area. A recognized related certification plus at least two years of directly related experience may substitute for the five-year requirement.

• Strong Microsoft Office or similar business software skills, including the ability to build, format, and maintain reports.

• Friendly, professional communication and a helpful approach to working with employees, youth, families, visitors, and vendors.

• The ability to manage competing priorities, protect confidential information, and follow tasks through with limited direction.

• Experience with maintenance request systems, email distribution lists, key control, or badge assignment is a plus.

Schedule

Monday–Friday, 8:30 a.m.–5:00 p.m. Occasional after-hours or weekend work may be required.

Additional Requirements

Applicants must be at least 21 years old and complete required background screenings, pre-employment drug screening, and TB screenings. A valid driver’s license and insurability through the agency’s carrier are required. The position may occasionally require lifting or moving office supplies or equipment weighing up to 25 pounds.

Join Our Team

If you take pride in creating an organized, welcoming workplace and want your work to support youth and families, apply to join Boys & Girls Haven.