Administration and Logistics Manager

7 days ago

Westmount, Quebec, Canada Centre Greene Full time
Greene Avenue Community Centre (Centre Greene)

Job description

Position:
Administration and Logistics Manager

Type:
Management

Terms:
full-time 35 hours a week

Reports to:
Executive Director

Direct reports: 3 employees (evening and weekend office assistants)
- ______________________________________

Conditions

Type of position:
full-time 35 hours per week, temporary contract (until April 2024 with the possibility of continuation)

Hourly rate:
$ based on experience)
Monthly employee health stipend

Start date:
Immediate

Requirements:

  • Post secondary education in a relevant field is required. (A Bachelor's degree in Business Administration is an asset)
  • At least 2 years of experience in administration is preferred
  • Excellent project management and negotiation skills.
  • Excellent communication and customer service skills in English and French (a third language is an asset)
  • Strong critical thinking and problemsolving skills.
  • Experience in nonprofit fundraising, and grant writing an asset
  • Excellent data entry skills
  • 1 + year experience supervising and managing staff.
  • Experience operating and troubleshooting basic audio/visual equipment.
  • Ability to accurately multitask under pressure with attention to detail.
  • Ability to walk up the stairs and down (3rd floor to basement) heavy lifting occasionally required.
  • Strong soft skills, and the ability to work in a team towards achieving common goals is essential
  • Knowledge of Keela or other donation software is an asset.

Duties:

Administrative Support

  • Complete monthly data entry for Centre Greene bookkeeper, ensure all items are up to date and liaise with bookkeeper to ensure timely reports are delivered to the treasurer
  • Assist the Executive Director with annual giving and fundraising efforts, such as grant research.
  • Maintain donor database and assist Executive Director in producing tax receipts on Keela, and ensure all donors are properly thanked in a timely manner
  • Working closely with the Executive Director and Director of Programs to support communications (maintaining and keeping Centre Greene social media and website up to date, increasing Centre Greene's visibility)
  • Answer phones, provide information regarding programs and services.
  • Provide customer service at the main counter
  • Maintaining and updating Centre Greene VoIP system, and other office equipment, ensuring that office supplies are restocked as needed
  • Other administrative duties to support Centre Greene's day to day operations assigned
by the Executive Director (project research, community outreach, as needed)

External Programs Management

  • Manages the use of Centre Greene's facilities by the community and other users of venue; monitors event/activity schedules to avoid space or usage conflicts
  • Oversees and provides direction as necessary for the space rental, use, setup, cleaning, and takedown
  • Establishes, maintains and communicates expectations for performance standards and training of direct reports ( Evening/Weekend Office Assistants )
  • Acts as ManageronDuty for events held at the Centre as assigned by the Executive Director
  • Assists with the development, management, and support of the fiscal and fiduciary responsibilities to the budget for the building and rentals department
  • Provides administrative direction for daily and event custodial operations.
  • Responding to rental inquiries in a timely, effective, and proactive manner
  • Scheduling and providing venue tours for community members and/or potential partnering organizations
  • Following up with interested renters to book rentals based on availability
  • Renter and vendor contract and document administration
  • Providing oneonone coordination meetings with renters prior to their rental (varies according to need of client)
  • Works on communications and promotion of Centre Greene's rental program

Building & Logistics Management

  • Maintaining a safe environment with proper lighting, signage, and accessibility
  • Drafting and updating emergency plans and evacuation procedures
  • Overseeing security, fire prevention, and other safety systems
  • Developing and implementing a longterm plan and schedule for the tasks and procedures associated with routine, preventative, and deferred facility maintenance.
  • Oversee and provide direction for all aspects of facility operations and support staff with the ultimate responsibility for timely preparedness
  • Scheduling regular building maintenance and janitorial services (liaison with cleaning contractors and handyman) ensuring all cleaning supplies are ordered and restocked as needed
  • Contracting professionals for repairs / services with approval of the Executive Director
  • Monitoring building maintenance budgets
  • Overseeing contractors and inspecting completed jobs
  • Evaluating direct report performance and providing direction, correction, or additional training as necessary
  • Sched

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