Office Coordinator
4 months ago
**Position**:
Reporting to the Executive Committee of the Board of Directors, the Office Coordinator provides administrative support to the organization. The Office Coordinator’s primary responsibility is to ensure the smooth operation of the office and administrative functions, serve as the first point of contact for members and other parties, provide basic bookkeeping support, and support the Board of Directors and management to execute the mission of the organization. This role is expected to work from the office, with potential flexibility to work from home one day per week.
**Essential Duties and Responsibilities**
**Office Administration**:
- Provide general administrative support, such as handling mail, office space maintenance, and monitoring communication channels.
- Collaborate with and support IT consultants to fulfill operational requirements, ensuring the smooth operation of IT services, computer hardware, member account management, and IT support coordination.
- Manage office operations, including creating and maintaining efficient office systems, overseeing supplies, equipment, and liaising with building management for support.
- Maintain and follow all standard operating procedures.
- Other assigned responsibilities as needed.
**Governance**:
- File annual BC Societies registration.
- Maintain governance records in a systematic, logical, accessible filing system - paper and/or digital. Comply with Societies Act and CRA record keeping requirements.
**Banking and payments**:
- Process and reconcile membership payments.
- Initiate online or cheque payments for regular and incidental bills. Coordinate approvals with Finance Committee members.
- Data entry for payroll, accounts payable and payments, reconciliation of petty cash and credit card transactions, and related financial document filing.
- Review and file all financial records.
**Member Services**:
- Serve as the initial point of contact for members through various communication channels.
- Assist members with sign up/registration, online, by phone or in person.
- Maintain member data.
- Respond to member inquiries and/or redirect members to appropriate sources of information.
- Assist with the preparation and distribution of member communications through various communication channels.
- Gather member feedback and communicate it to management and board members.
**Event support**:
- Assist committees with planning and execution of education workshops, seminars and events - online or in person. This may include, but is not limited to
- Venue bookings
- Online platform setup
- Assistance with preparation and dissemination of marketing materials
- Attendee registration
- Speaker/presenter preparation and support
- Facilitating online attendance
- Processing speaker payments
- Distribution of CEU certificates, as needed
- Manage post-event attendee surveys
- Attend events to assist with setup, execution, tear down as needed. This may be outside of working hours and will be compensated according to the hourly wage.
**Website**:
- Update web content as needed. This includes, but is not limited to: events, alerts, member services/benefits, member-only area, forms, and recorded seminars.
- Work with IT and web hosting providers to troubleshoot and solve problems as soon as they arise.
**Marketing Support**:
- Work with Marketing Committee to draft, translate and post social media content to Facebook, Instagram, WeChat, and other social media platforms.
**Qualifications**:
- Ideally a minimum of one year of office administration experience that demonstrates ability to work independently. Post-secondary training and certification in a related field is a plus.
- Proficient communication in written and spoken English and Mandarin Chinese is a must. Ability to communicate in Cantonese or Korean is a strong asset.
- Resourceful and self-motivated with strong organizational skills and the ability to set priorities to balance workload.
- Effective interpersonal, verbal communication, and relationship management skills with a diverse range of stakeholders.
- Demonstrated ability to exercise discretion and confidentiality, and maintain professionalism and respect.
- Previous experience in healthcare (especially TCMA) or in a society setting is an asset but not required.
- Skilled in Microsoft Office suite (Word, Excel, Outlook), social media platforms (FB, IG, WeChat), Zoom, and basic website editing software.
**Schedule**:
- Monday to Thursday
- 20 hours per week to start, with room for expansion as needs arise.
- Ideally 9:30 am to 3:00 pm, including an (unpaid) 30 minute break. Flexibility to negotiate different standard working hours within standard business hours (between 8:00 am and 6:00 pm).
- Occasional event support will require in-person or online attendance outside of working hours and will be compensated according to the hourly wage.
**Work location**:
- In person with occasional flexibility to work from home one day per
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