Office Manager, Port Coquitlam
21 hours ago
**Responsibilities**:
- Oversee facility operations of the ESC. This includes responding/resolving all maintenance, lease, telephone, janitorial, and alarm system issues that may arise
- Create/Implement/Improve Front Office Systems, protocols, customer services/best practices policies to ensure the requirements for the WorkBC Employment Services Centre and Satellites Offices meet/exceed the contractual obligations with the Ministry
- Assist the ESC Manager and Quality Assurance team with regular quality assurance audits through ICM and hard file reviews
- Work collaboratively with the Directors and ESC Senior/Operations Managers to ensure financial targets are being met. Create monthly reporting
- Ensure invoices are coded, signed by the ESC Manager and sent to head office in a timely manner
- Liaise with YWCA Purchasing Department and Accounts Payable; manage client financial supports for the centre
- Responsible for Annual Inventory Control
- Provide technical support and troubleshooting for staff and clients
- Hiring, scheduling and supervision of office administration staff; conduct performance reviews of administration staff
- Liaise with service providers; oversee registration & coordinate payments for clients
- Approve VSF ICM orders and reconcile FSPS orders with Finance Department to ensure accurate and timely input in ICM
- Assist ESC Manager with Health and Safety functions of the centre, including safety drills and reporting, Joint Health and Safety Committee
- Orient new front desk staff to the WorkBC ESC workplace environment and YWCA policies. This includes creating PANs, Systems Access Forms, etc.
- Review/investigate ICM issues case-by-case in ICM and/or with the Case Manager, and Financial Analyst
- Assist Case Managers in correcting ICM errors on the ‘Monthly CAPA Review” list that is generated from the Ministry on a monthly basis
- Train and support front office staff on the ICM database and centre systems, policies, and customer service delivery as it pertains to the Employment Program of BC and the YWCA
- Provide back up for ESC Manager if/when required
- Other duties as required
**Required Skills**:
- Administrative and supervisory experience
- Highly organized and comfortable with scheduling, time and file management
- Ability to multitask effectively and meet the required deadlines
- Experience in financial administration and some financial analysis would be an asset
- Experience working in the Ministry’s Integrated Case Management database would be an asset
- Experience and knowledge working with federal and provincial programs and policies
- Excellent communication skills working with a variety of people and different levels of government and the business community, both written and verbal
- A demonstrated positive attitude towards change
- Minimum Education Level: Bachelor’s degree or equivalent combination of education and work experience
- Excellent technical and computer skills in Microsoft Office, SharePoint, and Zoom are required
- Ability to work in the Tri-Cities
- Comfortable working on the front line of a busy employment centre, working with a range of clients including homeless clients, clients with mental health concerns, and clients with disabilities
- Strong interpersonal skills are required to build effective relationships internally and externally
- A valid clear criminal record check (including working with vulnerable populations) is required
- Successful applicants are required to be fully vaccinated against COVID-19, exemption requests must be supported by valid, legal documents
**About the YWCA**
This year, YWCA Metro Vancouver marks 125 years of serving our community. We recognize that Canada was founded through colonialist and racist policies, and the YWCA was established and operated during this time. We also recognize that these legacies exist in our present time and are committed to actively decolonizing our policies, programs and practices. Our vision: We boldly envision a just and equitable world for women, families and allies. Our mission: We advance gender equity alongside women, families, Two-Spirit and gender diverse people through advocacy and integrated services that help support personal, collective and economic wellbeing.
This is an exciting time for the YWCA. Join us and be part of a passionate, dedicated and impactful team
How to Apply
**Leslie Martin**
**No Phone Calls or Drop-Ins Please
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