Employee Experience and Office Coordinator in Grand Rapids, Michigan at Dwelling Place of Grand Rapids

Job Title: Employee Experience and Office Coordinator

Department: Employee Experience

Reports To: Employee Experience Manager

Employment Type: Full-time, 40 hours per week

FLSA Status: Non-exempt

Approved By: Chief Culture & Community Officer

Approved Date: June 1, 2026

Your Role

The Administrative Assistant is the first friendly face and welcoming voice of our organization. This role ensures our space runs smoothly—managing front-desk operations, overseeing daily office functionality and cleanliness, and helping to create a seamless and positive environment where employees feel supported and valued.

As a key ambassador of our brand, you’ll cultivate a warm, inclusive environment that reflects our culture in every interaction and touchpoint. We’re looking for someone who brings hospitality, professionalism, and creativity to set the tone for and elevate the everyday experiences that make our visitors feel welcome and make our people love coming to work. Preference for bilingual individuals (English and Spanish).

What You’ll Do

Front Desk Experience & Hospitality

• Serve as the first point of contact—greeting all employees, visitors, and clients with a warm, professional, brand-aligned presence and high-quality customer service, in accordance with Fair Housing laws.
• Answer and respond to incoming telephone calls and emails, and forwards calls and/or messages to appropriate personnel or department(s).
• Maintain the lobby, reception area, and shared community spaces, so they consistently reflect our brand standards (clean, welcoming, elevated).
• Manage visitor check-ins, determines the nature of business, and communicates with or directs visitors to appropriate personnel or departments.
• Handle sensitive and/or confidential information with care.

Office Management & Facilities Coordination

• Supports the day-to-day operations of the office to ensure a safe, functional, and inviting workplace.
• Manage office supply inventory and reorder cycles (kitchen, stationery, cleaning supplies, etc.); assist with tracking office expenses and vendor usage as needed.
• Oversee mail, shipping, receiving, and courier processes, ensuring timely distribution.
• Coordinate repairs, cleaning, and other building services with Maintenance staff and/or vendors; track follow-through to completion.
• Prepare and maintain workspace assignments for onboarding and offboarding in partnership with HR and IT.
• Support office safety procedures, emergency procedures, ergonomic needs, and incident documentation in coordination with HR.

Employee Experience Support & Cultural Ambassadorship

• Provide some administrative support for Board of Directors meetings and related activities, including room and A/V setup.
• Handle all board-related communications with discretion and confidentiality.
• Help prepare and circulate internal announcements, reminders, presentations, and updates in a polished, brand-consistent voice.
• Assist in planning, coordinating, and hosting employee events (town halls, celebrations and company outings, wellness initiatives).
• Maintain directories, office guides, and other employee-facing resources.
• Conduct research, compiles, and prepares analytical or statistical reports.
• Support company culture by helping execute initiatives that promote connection, belonging, and employee pride.
• Assist team with administrative tasks and special projects as needed.

Supervisory Responsibilities: This position has no supervisory responsibilities.

How You Work

• You take pride in creating a welcoming, well-organized environment
• You notice details and follow through consistently
• You anticipate needs and take initiative without being asked
• You manage multiple priorities calmly and efficiently
• You communicate clearly, professionally, and respectfully
• You approach challenges with a solution-oriented mindset
• You’re dependable, accountable, and eager to learn
• You enjoy shaping the everyday experiences that define our workplace culture

Your Work Environment

• On-site office setting with regular interaction with the public and across teams
• Front-facing role with a mix of administrative, facilities, and employee experience responsibilities
• Occasional schedule flexibility for meetings or events

Compensation & Benefits

We offer a comprehensive, market-competitive compensation package, benchmarked against industry standards, to attract top talent. Our compensation philosophy is to match or exceed industry averages.

• Salary range: $23.90 - $26.55 per hour, based on experience and/or qualifications.
• Health & Wellness: Medical, Dental, and Vision insurance. Access to our Employee Assistance Program (EAP) and mental health resources.
• Financial Future: A 403(b) plan with a generous employer match (100% of your contribution up to 5%). Company-paid basic life and long-term disability insurance.
• Work-Life Balance: Paid vacation, personal, and sick time, plus 14 paid holidays per year. We support flexible working hours in the summer and hybrid remote work options for eligible positions.
• Career Growth: Opportunities for professional development through training programs, mentorship, and tuition reimbursement program.

Our Commitment

We are an equal opportunity employer committed to fostering an inclusive and respectful workplace. We encourage applications from individuals of all backgrounds and experiences and value the diverse perspectives that strengthen our team.

Who We Are

For more than 40 years, Dwelling Place has been a nonprofit housing provider and community advocate based in Grand Rapids, Michigan. We believe that housing is the foundation for thriving communities. Our team is bold, determined, creative, and inclusive, working every day to make sure that safe, affordable housing is not just an idea, but a reality.

Our Culture

Our team is action-oriented, empathetic, and inclusive—advocates in action who believe real change happens through persistence, collaboration, and respect. Here, you’ll do meaningful, purpose-driven work alongside colleagues who are dedicated to developing housing solutions that put people first and honor the voices and experiences of residents and the communities we serve, while supporting one another every step of the way. We foster an environment where openness, creativity, and continuous improvement are encouraged, and where people are empowered to grow, contribute, and make a real impact together.

What You Bring

Required

• Associates degree and 2 years of experience in administrative support, office management, executive/board support, hospitality, or workplace operations.
• Polished written communication skills with strong attention to detail.
• Confidence working with tools such as Microsoft 365, Google Workspace, Canva, and basic A/V technology.

Preferred

• Bachelor’s degree
• Administrative Professional, Customer Experience or hospitality certifications.
• Experience preparing meeting materials, taking minutes, or supporting governance meetings.
• Experience working in an HRIS (e.g. Paylocity)
• Workplace safety or ergonomics training
• Bilingual (English/Spanish)