Catholic Charities of Madison
  • Madison, WI, USA
  • Full Time

5 Door Recovery is seeking an Administrative and Facilities Coordinator to assist in the overall administrative and facilities operations. Must be a positive, welcoming, outgoing person who is up for a new challenge. This position involves a variety of both administrative and facilities related tasks which will keep you on your toes! This position requires the ability to be highly organized, able to change tasks quickly, and willingness to jump in and support our Director and Operations Manager as needed. Must possess a strong administrative skill set but also excited about ensuring that our building is running smoothly. Ideal candidates have experience working with vendors. Experience working in an AODA recovery environment preferred.

  1. Tracks and ensures compliance with CBRF regulations
  2. Monitors inventory levels and orders supplies for office and drug testing supplies. Responsible for shopping including groceries, hardware, prescription pick-ups and other supplies as needed.
  3. Performs a daily walk through of the facility to identify any maintenance issues, areas in need of cleaning. Responsible for working with maintenance vendors and cleaning areas of the building as needed.
  4. Performs orientation and facility tours for all new client intakes.
  5. Primary contact for all vendors used by the facility.
  6. Serves as the primary catering contact. Submits daily orders to our catering vendor, reviews monthly orders to determine any changes, and obtains additional groceries as needed.
  7. Provides clerical and administrative support for the Program Director and other staff including but not limited to copying, preparing mailings, answering phones, taking messages, and filing.
  8. Assists the Operations Manager with insurance billing and special projects.
  9. Recruits, trains, and coordinates schedules of all program volunteers. Participates in networking events to help grow our volunteer base.
  10. Organizes and distributes mail, organizes supplies, fills in on activities when other staff are unable to attend.


  • Associate degree preferred with two or more years of experience working in an office setting.
  • Strong communication skills that reflect ability to perform and prioritize multiple tasks, with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with clients, staff, board members, external partners and donors.
  • Demonstrates proactive approach to problem-solving with strong decision-making abilities.
  • Highly resourceful team player with the ability to be extremely effective with limited guidance.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and responsiveness.
  • Proficient in Microsoft Office (Outlook Word, Excel and PowerPoint) and Adobe Acrobat.
  • Knowledge in data base entry and management.
  • Valid driver's license with a safe driving record is required.


General Physical Requirements

  • Must be able to move from sitting to standing and from standing to sitting often during the day.
  • Must be able to easily travel to basement and second floor of the facility as the business functions equally on all three floors. Must be able to walk throughout the building often throughout the day to put away supplies, give tours, and to meet with staff.
  • Tours will be given throughout the week on any day to clients, family members of clients, and others as requested.
  • Must be able to file paperwork by frequently bending or twisting at waist level and while standing. Files are stored in the basement, so frequent trips will be made throughout the day to retrieve files for records requests which come in throughout the week/month.
  • Must be able to use shared office equipment, including copy machine, fax machine, telephone, computer, and other miscellaneous equipment. These items are positioned in shared, common space areas throughout the building.
  • Must be able to manipulate fingers and hands to use equipment. Must be able to grasp items of various sizes including pencils and large boxes of paper towels.
  • Must have strong fine and gross motor skills.
  • Must be able to lift up to 35 pounds.



Catholic Charities of Madison
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