Workplace Solutions Supervisor

Working at Northern Virginia Family Service (NVFS) means doing work that matters every day because of the difference you will make in the lives of children and families in Northern Virginia. NVFS' breadth, depth and scope of services offer the resources and support to ensure that everyone in need, at every stage of life, maximizes their potential and fully contributes to a thriving community. At NVFS, we value the diversity of backgrounds, experience, perspectives, and skillsets that we collectively provide to our community, clients and coworkers. We celebrate and thrive on our differences and welcome everyone's unique contributions.

Join the NVFS Family: We are looking to hire a Workplace Solutions Supervisor to join the NVFS Workplace Solutions team! As the Workplace Solutions Supervisor (WPS), you will oversee all administrative activities at the Fairview site and adjacent buildings, ensuring the smooth operation of day-to-day front desk coverage and associated activities. In addition, you would play a significant role in property management for our Affordable Domestic Units (ADUs) and ongoing documentation and process improvement for the WPS team across the agency. This role is critical in fostering positive relationships with employees, residents, vendors, and property managers. As the ideal candidate, you will have strong leadership, organizational, and communication skills and focus on process improvement and resident satisfaction.

Benefits and Compensation: We want you to be well, have work/life flexibility, grow your career with us, and have the resources and support you need. Check out our comprehensive benefit offerings here in support of various dimensions of your wellbeing.

This position has a starting salary of low 50s.

In this role, you will:

Office Management & WPS Support:

• Direct and manage all front desk operations at NVFS' Fairview site.

• Coordinate reception area staffing through employees, volunteers, and temp agencies.

• Ensure issuance and renewal of employee photo ID badges and Agency access cards (when available).

• Collaborate with vendors to repair and maintain office equipment.

• Accurately log payments received by mail or in person, including checks, cash, and money orders.

• Assure that monthly reconciliations are completed for Pitney Bowes, Paxton, Guernsey, Staples.

• Cultivate positive relationships with property managers for assigned NVFS facilities.

• Evaluate and enhance WPS SharePoint site for NVFS users.

• Continuously identify and drive opportunities for improved processes, procedures, and documentation, using an Agency-wide lens where appropriate.

• Establish and maintain a master list of proven vendors with emergency contacts for all critical WPS services.

• Participate in other projects as requested.

ADU Resident Application, Recertification and Property Management:

• Evaluate ADU applications to determine program eligibility; assess for completeness and accuracy.

• Prepare lease agreements for review and signature upon county approval.

• Coordinate HQS Inspections for new certifications and re-certifications on an as-needed basis, with the goal of a smooth process for residents.

• Maintain a rolling 6-month plan and aggressively manage the timely recertification for existing residents to qualify for the upcoming year.

• Maintain a healthy pipeline/waitlist of potential ADU applicants.

• Leverage Direct Line to ensure accurate records and a maintenance plan for each ADU property, including the coordination of preventative maintenance and semi-annual visits with ADU residents.

• Manage communication channels (email, work tickets, and telephone) regularly to ensure timely responses to resident needs. Escalate response as necessary, including repairs and emergency hotel stays if required.

• Maintain open, regular communication with residents to foster a professional relationship.

• Provide residents with referrals to qualified Resident Services providers as appropriate.

• Maintain regular communication with each Homeowners Association.

• Coordinate resident turnover, working closely with other WPS team members, external inspectors (when needed), and contractors to ensure a thorough, cost-effective, and efficient process.

• Plan and coordinate all internal and external reporting as required and requested.

Staff Supervision and Development:

• Identify and fulfill staffing needs; work collaboratively with each staff member on talent development process to set job and development goals; approve timesheets, leave and reimbursement requests; provide ongoing staff orientation and training to enable staff to deliver service effectively.

• Conduct regular and timely supervision according to established program guidelines.

• Lead by example, exhibiting professionalism, integrity, transparency, and empathy.

Your Background: We understand that you may obtain skills through a variety of professional, personal, educational, and volunteer experiences.

• At least two (2) years of related work experience providing administrative support, coordinating, and managing front desk activities.

• At least one (1) year of related work experience including tenant relations and/or property management; experience with or exposure to ADU or related environment preferred.

• Proficiency in using essential technology tools, including laptops/computers, the MS365 Suite (Outlook, Excel, and Word), phones, and the internet.

• Oral and written fluency in English; Spanish language fluency preferred.

• Ability to communicate respectfully, clearly, effectively, tactfully, and patiently in person and on the phone with a diverse population, maintaining a strong customer service orientation.

• Ability to work collaboratively across functions, programs, and departments.

• Quick learner and willingness to adapt and learn new systems.

Additional requirements:

• Successful completion of background checks upon hire

• May be called upon to work beyond normal working hours

• Must have reliable transportation to visit ADU properties and designated community locations

• Must be able to stand, walk, sit, use hand to finger, stoop, lift/carry (up to 50 lbs.), and reach with hands and arms.

NVFS is committed to advancing equity, embracing diversity, and promoting inclusion and is an equal opportunity employer. NVFS is an E-Verify participant and drug-free workplace.

NVFS values diversity in our workforce. We strongly encourage all interested individuals to apply, including people of color, all genders and gender identities, people of all abilities, LGBTQ+ individuals, other members of marginalized communities, veterans and national service alumni.