Administrative Assistant 1

This a Philippine-based position;

NOT a US based position and the pay rate is not in US currency.

ABOUT HOLBROCK ESTATES SUPPORTIVE HOUSING PROGRAMS:

HolBrock Estates is a Baltimore-based management and consultation firm dedicated to empowering economically disadvantaged, disabled, and high-risk individuals through the development and oversight of impactful housing and support programs. While HolBrock Estates does not directly own the programs it supports, it plays a pivotal role in designing, managing, and consulting for a wide range of services including homeless shelters, assisted living facilities, and supportive housing programs.

With nearly a decade of experience and over 5,000 individuals impacted, HolBrock Estates applies a holistic, person-centered approach that connects underserved populations with essential services—ranging from stable housing and life skills training to job placement, entitlement advocacy, and nutritious meals. The firm specializes in helping providers serve individuals with complex needs who are often excluded from traditional systems of care.

At HolBrock Estates, we envision a society where all individuals—regardless of disability or socio-economic status—have the opportunity to achieve stability, dignity, and independence.

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE:  

COMPANY PHONE NUMBER:

HUMAN RESOURCES PHONE NUMBER: ext 10

POSITION TITLE: Administrative Assistant

ALTERNATE TITLE(S): Program Support Clerk, Housing Administrative Coordinator

COMPANY: HolBrock Estates Supportive Housing Programs

DIVISION: Operations

DEPARTMENT: Supportive Housing Programs

UNIT: n/a

BENEFITS PACKAGE: Ineligible.

WORK SCHEDULE: Monday – Friday, 8:00 AM – 5:00 PM

ACCOUNTABLE TO: Operations Manager 5 (Chief Operations Officer, in absence of Operations Manager 5)

ACCOUNTABLE FOR: Providing administrative support to the Supportive Housing Programs, ensuring documentation, coordination, and communication systems run smoothly

CLASSIFICATION: W8BEN hourly

COMPENSATION RANGE: ₱283.63 PHP per hour (this is not USD)

ANTICIPATED TRAVEL: none

SUMMARY OF POSITION RESPONSIBILITIES:

The Administrative Assistant supports HolBrock Estates' Supportive Housing Programs by performing clerical and organizational tasks to ensure smooth daily operations. This role assists with documentation, scheduling, communication, and logistical support for resident programs, case management services, and housing compliance.

Reporting directly to the Operations Manager 5, the Administrative Assistant helps maintain accurate records, facilitates resident support efforts, and serves as a liaison between staff, clients, vendors, and external partners.

SCHEDULED DUTIES AND RESPONSIBILITIES:

• Answer and direct phone calls, emails, and visitor inquiries related to supportive housing services
• Prepare correspondence, reports, schedules, and intake packets for new residents
• Manage digital and physical filing systems, including resident case files, incident reports, and vendor records
• Track and schedule appointments, inspections, transportation requests, and internal meetings
• Maintain supply inventory, order office materials, and coordinate deliveries for housing sites
• Assist program staff with compiling service documentation, submitting referrals, and logging progress notes
• Support housing compliance by maintaining checklists and audit-ready documents
• Maintain confidentiality of all resident and personnel records
  

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Take initiative to identify areas for process improvement and cost savings
• Assist with special projects, vendor transitions, and system implementations as assigned
• Participate in interdepartmental workgroups focused on performance improvement or new service lines
• Assist your supervisor with any work-related tasks as requested, taking initiative where possible
• Remain informed and compliant with regulations and standards, including COMAR, CARF, and other relevant governing bodies, as well as company policies and procedures
• Co-facilitate orientation of new hires 
• Support the maintenance of a safe work environment by participating in drills and safety trainings as requested
• Maintain confidentiality of all records, especially those relating to client treatment or financial information
• Participate in external and internal audits/surveys (CARF/CSA/OHCQ) as directed by the supervisor
• Contribute to quality assurance and performance improvement plans by conducting audits and activities that ensure regulatory compliance and improve company performance
  
• Support event coordination for resident engagement activities and provider outreach
• Assist with implementation of new operational procedures, forms, or tracking systems
• Troubleshoot equipment or facility service issues and coordinate with vendors for resolution
• Support onboarding/orientation for new housing staff or volunteers
• Participate in internal audits, surveys, or reviews as assigned
• Provide administrative support to other departments or teams during staff absences
• Maintain a professional and trauma-informed presence while engaging with vulnerable populations
• Respond to ad hoc tasks or requests from the Operations Manager 5 or executive team

PHYSICAL DEMANDS:

• Prolonged periods sitting at a desk and working on a computer
• Occasional lifting up to 25 pounds
• Frequent meetings via video or phone; occasional in-person site visits

WORKING CONDITIONS:

• Remote only
  
• Community-focused, fast-paced work environment with frequent collaboration across teams
  

COMPETENCIES AND SKILLS:

• Strong organizational and time management abilities
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and cloud-based systems
• Ability to multitask and adapt to changing priorities
• Commitment to confidentiality and trauma-informed service practices
• Basic understanding of housing services, behavioral health, or case management a plus
  

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS:

• High school diploma or equivalent (required); Associate's or higher degree preferred
• Minimum of 2 years administrative or customer service experience, preferably in housing, human services, or nonprofit sectors
• Must pass background and reference checks
• Familiarity with Maryland housing programs, Medicaid documentation, or HMIS preferred