The Operations Support Specialist will be responsible for the front office, including opening and closing, greeting visitors, phone support, reception, and mail sorting, scanning, and distribution, as well as being responsible for daily incoming check processing and deposits in partnership with the Finance Team.  This position will also work on special projects and assignments that require great attention to detail, and liaison with personnel across all departments of the Community Loan Fund to determine operational support needs and executes solutions to those needs as appropriate and in conjunction with the Operations team.  

Reports to: Manager of Office and Executive Operations

Program FLSA status: Non-Exempt 

Major Responsibilities/Accountabilities

• Responsible for the front office, including opening and closing, greeting visitors, phone support, reception, and mail sorting, scanning, and distribution.
• Responsible for daily incoming check processing and deposits in partnership with the Finance Team.
• Liaisons with personnel across all departments of the Community Loan Fund to determine operational support needs and executes solutions to those needs as appropriate and in conjunction with the Operations team.
• Orders and stocks various supplies and maintains current and accurate inventory.
• Attends and is an active participant in Operations team meetings.
  Assists with data entry, document scanning, and other administrative tasks as required.
• Deals with facilities issues in collaboration with the Senior Operations Support Specialist.
• Serves as backup to the Manager of Office and Executive Operations, including creating board packets and organizational packets to support various areas.
• Prepares, coordinates, and schedules staff meetings.
  Provides assistance to various teams as requested (researching/booking venues, coordinating mailings, assisting with event preparation and execution, etc.).
• Serves as the primary document management and retention coordinator and point of contact for the organization.
• Under the direction of the Manger of Office and Executive Operations, frequently completes unique projects and special assignments effectively and efficiently. Must be able to self-manage time efficiently and meet deadlines and objectives with keen attention to detail.
• Reviews and manages all contracts related to Operations to ensure all requirements are met prior to signature as well as ensures timely renewals and due diligence.
• Assists in developing and maintaining the Operations annual budget and work plan. 
• Assists with facilitation and organization of campus-wide office moves.
• Assists with coordinating the ordering, delivery, and installation of new office furniture. 
• Must adhere to policies and procedures, and regulatory guidelines including fair lending and ethical behavior.
• Completes other duties as assigned.

Education and Experience

• Associate’s degree in business or related study, or a minimum of two years relevant work experience required.

   

Qualifications and Characteristics

Must have a strong skillset in the following:
 

• Use of multiple software packages, including Foxit Phantom, Microsoft Visio, Excel, Word, Salesforce, and PowerPoint. Knowledge of databases is a plus, and an aptitude and eagerness to learn new computer programs and skills.
• Flexibility and the ability to rapidly shift priorities and assignments while remaining good-natured, efficient, and professional.
• Organized and proficient in time management.
• Problem-solving, critical thinking, and initiative.
• Attention to detail.
• Ability to balance multiple priorities in a fast-paced and dynamic environment.
• Demonstrated ability to work successfully as an individual contributor in a collaborative fashion with various programs/departments.
• Proven superb customer service skills, both internal and external, as well as the ability to work with diverse groups.
• Ability to maintain composure and to remain professional and personable in stressful situations.
• Maintains confidentiality at all times.
• Adherence to DEI principles.
• Strong communication skills and demonstrated proficiency as a writer, editor, and proofreader.
• Dependable and trustworthy.
   

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee is regularly required to stand, walk, use hand to finger, handle, and reach with hands and arms above shoulder height, stoop, kneel, and crouch. Specific vision abilities required in this job include the ability to adjust focus between near and far.

• Ability to answer telephones and use standard office equipment (copier, fax, etc.).
• Ability to read, write, and understand and speak English clearly.
• Ability to use a computer for Community Loan Fund business.
• Ability to drive for extended periods, both day and night.
• Ability to walk for extended periods on various terrains.
• Ability to lift at least fifty pounds.

Employment Details

• Location: This position is fully in-person and based out of our Concord New Hampshire office.
• Salary: Range starts at $52,000 with comprehensive benefits.

2024 Benefits

• Vacation: 15 days
• Sick Leave: 15 days
• Healthcare: Community Loan Fund’s benefit package includes medical and dental coverage, group life and disability options, health, and Flexible Spending Accounts and our 401(k) Plan. More details available upon request.

Work Environment

We are a team of creative thinkers and problem solvers. We love creating new opportunities and solutions for our neighbors to succeed. The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee will be in an environment with a noise level that is usually moderate.

About New Hampshire Community Loan Fund

We believe in a Neighbors-Investing-in-Neighbors philosophy. Since 1983, we have provided systematically excluded people and communities with loans, coaching, and guidance that enables them to become economically secure.

From helping people purchase manufactured homes, to strengthening small businesses and nonprofits, and supporting entire towns as they work to secure financing, our services support the security and growth of people and communities. We focus on five areas of community development finance:

• Affordable Homes
• Resident-Owned Communities
• Small Businesses & Nonprofits
• Small Towns & Municipalities

Our neighbors-investing-in-neighbors model is aimed at building stronger, resilient, and more self-reliant communities, improving the lives of people throughout New Hampshire, and serving as a model across the US. We specialize in seven service areas:

• Manufactured-Home Loans 
• Manufactured-home Owners: Buy Your Park
• Resident-Owned Community Support
• Small Business and Nonprofit Loans
• Small Town and Municipal Grant Writing
• Affordable Housing Development Loans
• Energy Efficiency Solutions

If the description above is a good fit for your skills, abilities, and interests, we would love to hear from you! Please email us a resume with a cover letter. 

No phone calls, please.