Office Coordinator

3 weeks ago

West Vancouver, Canada Aboriginal Housing Management Association Full time

Reporting to the Executive Assistant, the Office Coordinator's role is to provide

Reception, Administrative Support, and Office Coordination for the office. The

position also provides administrative and clerical support to the Executive

Leadership Team (ELT) as needed.

To be successful in this position, the candidate must be team-oriented; ideally,

you're very familiar with Aboriginal culture, organized, and can manage work

projects effectively.

Who we are looking for:

For a full listing of the Office Coordinator's Key Responsibilities and preferred

Knowledge, Skills, and Abilities: please see the full job posting on our website at

www.ahma-bc.org.

Training, Education, and Experience

  • Must have at least two years of post-secondary education.
  • Proficient in Word, PowerPoint, Excel, and Outlook.
  • Minimum three years experience in a similar position.
  • Knowledge of software systems: proficiency with Word, Outlook, and Excel.
  • Excellent communication, teamwork, and interpersonal skills.
  • Ability to work in a fast-paced and frequently changing environment.
  • Demonstrated initiative and ability to work independently with limited

supervision

  • Proven ability to organize multiple responsibilities simultaneously while ensuring

accuracy and timely completion of each.

  • Ability to exercise sound judgment.

(A combination of education and experience may be taken into consideration)

Critical Success Factor:

The core of our business is serving the Aboriginal community; therefore, it is a critical

success factor for any person who joins the AHMA team is to have an in-depth

understanding of Aboriginal people and Aboriginal culture, preferably with a strong

British Columbia connections.

Team members are expected to have gained this understanding through lived

experiences, whether it is from being of Aboriginal ancestry or working closely with

Aboriginal communities. Preference will be given to applicants of Aboriginal

ancestry as per Section 41 of the BC Human Rights Code (self-identify).

Chet kw'enmantumiyap – Squamish for "We are thankful to you all."

JOB DESCRIPTION - OFFICE COORDINATOR

Reports to: Executive Assistant Updated: May 2024

Located on Skwxwú7mesh (Squamish) Nation Territory in West Vancouver, BC, the Aboriginal Housing Management Association (AHMA) exists to make a difference in the Aboriginal Community we serve. We oversee the administration of operating agreements between housing providers and Aboriginal housing organizations, keeping everyone’s best interest in mind and developing and maintaining relationships of trust. Every employee on our team is integral to ensuring our success and the success of the housing providers we serve.

Reporting to the Executive Assistant, the Office Coordinator’s fundamental purpose is to provide Reception, Administrative Support, and Office Coordination for the office. However, the incumbent may also be required to provide administrative and clerical support to the Executive Leadership Team.

To succeed in this position, the candidate must be detailed and team oriented; ideally, you’re very familiar with Aboriginal culture, organized and can effectively manage work projects. This position is not eligible for the Sukoo Flexible Workplace Policy and will be required to work full-time from the West Vancouver office.

KEY RESPONSIBILITIES (INCLUDING BUT NOT LIMITED TO)

Reception

•Greeting guests and showing them to their meetings.

•Answer calls and enquiries in a professional manner.

•Managing mail; receiving, open and distributing incoming mail, preparing andsend outgoing mail.

•Ensure common areas in the office (kitchen, boardroom, supply area, reception,etc.) are kept tidy, including maintaining and ordering supplies as required.

Administration

•Familiarity with and maintain all office equipment and contracts as necessary tocarry out duties, including photocopier and any office services as required.

Coordinate schedules, appointments, reservations, travel arrangements, and anyother administrative support duties for staff as requested by the ELT or theExecutive Assistant.

•Enter a variety of data into AHMA's computer systems which may be of aconfidential nature.

•Assist with the maintenance of records and information relating to social andAboriginal housing.

•The ability to process Rent Calculations and aid with Financial Reviews.

•Compose letters, reports, and other documents as required by the ExecutiveAssistant; set up and use templates, form letters, and forms.

•May be required to research organizations and topics and produce a Briefing Notefor the ELT.

•Attend meetings as requested; may be required to take minutes, type agendas,prepare meeting material, ensure meeting rooms are properly booked and set up;and/or clean up.

•Any other administrative duties as requested by the Executive Leadership Teamor the Executive Assistant.

•In the absence of the Executive Assistant, the Office Coordinator will be requiredto conduct any duties requested by the Executive Leadership Team.

Information Technology

•Assist the Executive Assistant with any IT-related requests.

•Troubleshoot any IT issues for staff.

•Help set up and maintain equipment for staff.

•Attend scheduled meetings with the IT Account Manager.

Finance

•Manage petty cash and monthly credit card reconciliation.

•Reconcile monthly Subsidy Reports for the Finance Team.

•Maintain the Accounting filing system.

•Prepare cheques for signing and mail out when requested by the Chief FinancialOfficer.

•Make bank deposits on behalf of the Chief Financial Officer when requested.

•Support Finance Department when needed.

EDUCATION, CERTIFICATION & EXPERIENCES*:

•Must have at least two years of Post Secondary education.

•Proficient in Word, PowerPoint, Excel and Outlook.

•Minimum 3 years’ experience in similar position.

*A combination of the above may be considered.

CRITICAL SUCCESS FACTOR

The core of our business is serving the Aboriginal community; therefore, a critical success factor for any person who joins the AHMA team is to have an in-depth understanding of Aboriginal people and Aboriginal culture, preferably with strong British Columbia connections.

Team members are expected to have gained this understanding through lived experiences, whether it is from being of Aboriginal ancestry or working closely with Aboriginal communities. Preference will be given to applicants of Aboriginal ancestry as per Section 41 of the BC Human Rights Code (self-identify).

Job Type: Fixed term contract
Contract length: 26 weeks

Pay: $28.00-$30.00 per hour

Expected hours: 37.5 per week

Benefits:

  • Casual dress
  • Company events

Flexible Language Requirement:

  • French not required

Schedule:

  • 8 hour shift
  • Monday to Friday

Education:

  • Secondary School (preferred)

Language:

  • English (preferred)

Work Location: In person

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