Administrative Coordinator

2 months ago

Vancouver, Canada Mission Possible Full time

**Position Type**:

- Permanent full time
- Monday to Friday, 8 am to 4:30 pm, with a 30-minute unpaid lunch break

**Salary**: $47,000-$49,000 commensurate with experience

**Benefits**:

- 3 weeks annual vacation
- Extended health benefits and access to Employee and Family Assistance Program
- RRSP Matching Program
- Professional development opportunities

**Start Date**:ASAP

**Tenacious, Empowering, Supportive, Humble, and Compassionate**
These are Mission Possible’s core values, and we’re looking for someone who also holds these values to join our incredible team as our Exterior Property Maintenance Technician.

**About Mission Possible**:
Mission Possible is a non-profit organization and social enterprise located in Vancouver’s Downtown Eastside. We support individuals challenged by homelessness, poverty, substance use, mental health issues, and other barriers to employment to achieve a renewed sense of dignity and purpose through meaningful work. Through our Employment Readiness Program and our social enterprises, MP Maintenance & MP Neighbours, we equip our program participants with the skills, confidence, and support they need to rejoin the workforce and rebuild a self-sustaining livelihood.

**About you**:

- A passion for empowering people with a compassionate and supportive attitude
- A professional and outgoing manner and ability to interact respectfully with a wide variety of people.
- Strong organizational skills
- Experience working in the Downtown Eastside community is an asset
- Experience in office administration
- Ability to work within a team environment but also to work independently

**Working Conditions**:
This role is team-based. The Administrative Coordinator will report to the Manager of Administration and will work closely with the Administration team, the Employment Readiness Program team, the MP Enterprises team, and the Development team. Most work will take place in MP’s head office.

**Key Contributions**:

- Ensure that the office is a welcoming space for all community members
- Ensure that participants, volunteers, and employees are assisted in a timely and professional manner

**Key Responsibilities**:

- General reception duties:

Answer questions about community resources, including SPCA and Power Breakfast
- Manage info session registration and check-ins
- Donation data entry and tax receipt processing
- Triage incoming communications to team members
- Schedule appointments, including WHMIS certification and 1:1 activities
- Support with maintaining office calendars, including meeting calendars
- Make reminder calls
- General administrative duties

Daily or as needed
- Keep the team informed of community and internal events and activities by maintaining the front TV slides and the bulletin boards
- Organize accounts payable and receivable files
- Manage petty cash
- Order consumables, including office supplies, lunches, and vending machine supplies

Weekly
- Manage weekly bank deposits

Bi-weekly
- Manage outbound cheques

Monthly
- Publish monthly staff newsletter
- Reconcile credit card statements as needed
- Support with workplace and staff requests
- Support employees with boots and uniform issues, including making referrals to WorkBC, Working Gear, or Midland
- Issue ID badges
- Manage and distribute bagged lunches daily
- Release paycheques, pay stubs, and other employment-related documents
- Maintain office files and records
- Maintain databases such as Payworks, Apricot, and Google Spreadsheets
- Prepare coaching files as needed
- Ensure files are kept up-to-date
- Ensure documents are filed promptly
- Supervise administrative volunteers
- Orient new volunteers
- Train volunteers on administrative tasks and delegate tasks accordingly
- Team Collaboration
- Maintain the Admin Process as needed
- Attend weekly and quarterly meetings with the Admin team to fulfill personal and departmental projects
- Support other departments as needed
- Other duties as assigned by the Manager of Administration

**Requirements**:

- Willing to complete a Background Check
- Basic computer proficiency, especially with Microsoft Office and Google Suite

We value, support, and thrive in a diverse and inclusive workplace. Those with diverse abilities are encouraged to apply.

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