Office Coordinator

3 weeks ago

Toronto, Canada Ecuhome Corporation Full time

**Office Coordinator**

This key role is responsible for administrative support and accounts payable/vendor invoicing, organizing Board of Director meetings, and handling a variety of internal and external inquiries.

The schedule is Monday to Friday, 9:00 - 5:00pm and reports to the Director of Finance and Administration. Partial remote work is available.

**Key Responsibilities**
- Acting as a first contact for requests affecting the organization and requiring the Director of Finance and Administration’s attention
- Drafting and creating correspondence, formatting reports and presentation materials
- Managing all Accounts Payable duties for vendor invoices (entering data, overseeing vendor inquiries) and maintaining documentation related to invoices - using NetSuite and MS Excel
- Answering all general inquiry calls, redirecting and forwarding to appropriate parties
- Maintaining up-to-date Board of Director lists; updates and maintains staff directory
- Answering requests from staff, government agencies, community agencies, tenants and the public regarding operating policies and practices at Ecuhome
- Coordinating outgoing mail/materials for the organization
- Keeping abreast of corporate requirements, researching data, completing written materials and other documents as requested
- Updating physical and online file system
- Providing all Board of Directors administrative support (managing meeting coordination, providing materials, setting meetings, managing remote meetings, taking meeting minutes)
- Managing the Board minutes binder, correspondence binder, and official Ecuhome document files (Letters Patent, Annual General Meeting minutes, Bylaws)
- Drafting and managing the Ecuhome Annual Report
- Managing documentation for Requests for Proposal\
- Managing organizational events

**Qualifications**
- Community College/Post Secondary Diploma in a relevant program (Administration, Bookkeeping)
- Experience in non profit/social services organizations an asset
- Experience with corporate administration preferred including minute taking, documentation and senior management support
- Experience with Accounts Payable and handling vendor inquiries, organizing and entering vendor bills into data base
- Experience using and navigating NetSuite or comparable ERP an asset
- Accurate data entry/keyboarding skills required
- High degree of initiative, discretion, and interpersonal skills
- Strong attention to detail
- Demonstrated communications skills, excellent verbal, written and listening skills and are able to interact effectively with volunteers, tenants, members, staff, community and government representatives

Reports to: Director of Finance and Administration

Location: Downtown Toronto

Status: Permanent Full-time

**Benefits**

Ecuhome Corporation offers excellent benefits including Life, ADD, LTD, Health, Dental, Vision, and Pension-matching
- Ecuhome is committed to providing equal access to employment opportunities, promoting equal access to our programs, supports and services and identifying and removing any internal, systemic barriers to inclusion in all Ecuhome operations._

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