The Affiliate Services Coordinator reports to the Executive Director and is responsible for providing administrative support for the organization and especially for the Executive Director, Community Engagement Manager, Family Services Manager, ReStore General Manager, and Director of Construction and Digital Marketing Coordinator. This position is also responsible for donor relations, administration of family mortgages and supporting fundraising activities as well as any other activities as may be assigned by the Executive Director.  The Affiliate Services Coordinator will be required to work some evenings and weekends.

Administration Activities

• Provide support for a volunteer Board of Directors and its committees including, but not limited to, preparing and distributing agendas, minutes and meeting materials as needed
• Attend committee and Board meetings in the capacity of recording secretary
• Updating board materials and meeting information on an online board portal
• Provide telephone and reception coverage with special attention placed on positive communication with client families, volunteers, and donors
• Provide event support through tickets sales, registration, event logistics and maintaining attendance tracking
• Coordination of Executive Director’s schedule and handling any travel arrangements, as required
• Provide confidential clerical services for Executive Director as required.
• Provide administrative support for the Executive Director, Community Engagement Manager, Family Services Manager, ReStore Manager, and Director of Construction
• Create, monitor and assess Request for Proposal (RFP) processes when required
• Assist with bookkeeping tasks as required
• Assist with the scheduling, recruitment, training, monitoring, and administration of build site, event, and ReStore volunteers
• Other duties as assigned

Donor Relations Activities

• Respond to donor inquiries in a timely, pleasant, and accurate manner
• Maintain all donor and contact management records in the designated application and platform.
• Develop and generate reports through the collection and entry of data using the designated application or platform tools, Office 365, and other software
• Process donations and prepare donor thank you letters and tax receipts to be distributed by mail and/or email
• Provide administrative and donor relations support for fundraising activities, capital campaigns, and events
• Conduct vendor research and prepare reports on recommended product, service, and technology solutions per the needs of the organization
• Manage administrative project to create institutional memory via digitization of hard-copy documents, analysis of required documents, and creation and implementation of a proper digital file storage system and protocol
• Other duties as assigned

General Family Services Activities

• Collect, organize, and summarize client family data for annual mortgage payment evaluation process
• Oversee the implementation of the communication plan for all HFHPEH clients over the year, including preparing and sending out the annual mortgage statements, performing the annual income update, and setting up new mortgages and loans
• Working with municipalities, province, or private sector organizations (MCAP, banks, etc.) in the administration of new or existing mortgage agreements
• Support the Executive Directors by ensuring payments are tracked on a monthly basis
• Other duties as assigned