Administrative Assistant

4 weeks ago

Oshawa, Canada Faith Place Full time

**Faith Place Administrative Assistant**

**About Faith Place**:
Faith Place is a welcoming non-profit senior citizens’ apartment building located near Oshawa city centre. We provide residents of all denominations the comforts of independent living with the added assurance of extra support services, fostering an active, fulfilling, and worry-free environment.

**Mission Statement**:
Faith Place operates to accommodate and support senior citizens and physically challenged residents of the community, regardless of race, creed, colour, or religion. We provide affordable housing and ancillary services that promote independent and productive living within a secure and caring framework.

**Position Summary**:
The **Administrative Assistant** is a key team member who ensures the smooth operation of Faith Place and Faith Lutheran Church by managing administrative tasks, maintaining records, supporting residents, and fostering positive relationships. This role blends traditional administrative responsibilities with broader operational duties, requiring excellent communication, organization, and problem-solving skills.

**Key Responsibilities**:
**Administrative Support**:

- Sort and deliver mail, scan documents, and manage written communications (electronic and paper-based) to ensure accurate and secure transmission.
- Support the Administrator by arranging appointments and meetings, preparing correspondence and reports, and recording meeting minutes.
- Order and maintain office supplies.

**Database and Record Management**:

- Design and maintain databases to streamline data organization.
- Input and maintain records in a timely and accurate manner.
- Update internal forms to improve usability and consistency.

**Customer Service and Resident Relations**:

- Act as a point of contact for tenants, addressing concerns with effective problem-solving and conflict resolution skills.
- Foster positive tenant relations by providing a listening ear and proactive support.

**Internal Media and Communication**:

- Create and manage internal communications, including newsletters, agendas, and bulletins.
- Develop monthly and weekly publications, such as Faith Lutheran Church’s weekly bulletins, to keep the community informed.

**Financial and Operational Support**:

- Handle financial management tasks, including deposits, lease management, and monthly rent payments.
- Serve as the initial contact regarding arrears and work collaboratively with residents to resolve issues.
- Source new suppliers for office supplies to enhance cost-efficiency.

**Other Duties**:

- Undertake additional responsibilities as assigned to by management - Administrator and Building Manager to support the smooth functioning of Faith Place.

**Qualifications**:

- A minimum of a two-year diploma in Office Administration or a related field.
- At least three (3) years of experience in an office environment, with a focus on administrative or operational support.
- Strong customer service skills and the ability to communicate effectively across multiple channels (verbal, written, electronic).
- Proven ability to prepare detailed and useful meeting notes.
- Strong organisational, analytical, and time management skills, with the ability to set priorities and meet deadlines.
- Ability to work both independently and collaboratively as part of a team.
- Well-developed problem-solving and decision-making skills.
- Experience with financial management tasks and vendor negotiations is an asset.

**Compensation**
- Wage to be based on experience
- Benefit Package
- Full-Time position

**Why Join Us?**
Faith Place offers an opportunity to make a meaningful difference in the lives of seniors by supporting their independence and quality of life. As part of our team, you’ll work in a collaborative environment that values compassion, community, and excellence.

**To apply**

We appreciate your interest in working with us; however, only those applicants selected for interviews will be contacted.

Pay: $17.25-$25.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 2 years (preferred)
- Administrative experience: 2 years (preferred)

Work Location: In person

Application deadline: 2024-11-29
Expected start date: 2024-12-09

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