Office Coordinator

4 weeks ago

Ottawa, Canada Catholic Centre for Immigrants Full time

***

This position reports to the Executive Director. CCI expects that all employees will perform their work in a manner that demonstrates commitment to client-centered models for service delivery and principles of community development. Commitment to working cooperatively in a community-based setting as part of a multi-disciplinary team of staff, students, and volunteers.

**MAIN DUTIES & RESPONSIBILITIES**

Under the direction of the Executive Director, the Office Coordinator will carry out the following duties:

- Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment and logistics for the building and inventory.
- Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested and coordinate all operations of the security system and fire safety protocols.
- Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations and parking lot allotments) and provide answers, resources, and solutions when requested and perform and submit annual filing pertaining to property assessment as needed.
- Organizes maintenance of office equipment including cleaning, maintenance, and repairs
- Provides administrative support when needed to assist with administrative duties such as answering phones, scheduling meetings, sending couriers, sorting and distributing mail, and preparing documents
- Provide administrative support to members of the Executive team when needed to assist with duties such as scheduling meetings, preparing documents, managing and documenting expenses, etc.
- Collaborate with the JHSC team, and staff to ensure Annual Inspections are performed in compliance with the Occupational Health & Safety Act, Regulations.
- Oversight of and responding to any safety issues (Executive Director, Directors, Joint Health and Safety Committee), including reporting and taking necessary action to ensure the safety of the staff at CCI.
- Manage all keys to building and elevators and provide access to employees and clients whenever applicable.
- Provide new employees with access to copier/scanner.

**Other Responsibilities**:

- Coordinate Tree removals from property
- Providing new employees with copier/scanner access
- Maintain a directory of trades people and service providers to deal with the above issues
- Clearing snow from walkways
- Salting parking lot
- Providing new employees with copier/scanner access

**QUALIFICATIONS**
- Post-secondary education in social services, or an equivalent combination of education and experience.
- Minimum 2 years of experience working in a social service setting.
- Experience providing one-on-one support to clients.
- Knowledge of services and resources available to assist newcomers in Ottawa.
- Excellent interpersonal skills, including negotiation, mediation, and conflict resolution.
- Experience in facilitating workshops and group sessions.
- Ability to deal with confidential materials and matters.
- Ability to work independently and with mínimal supervision.
- Works well in a multidisciplinary, culturally diverse workplace.
- Experience working with Microsoft Office Suite.
- A valid driver’s license and access to a reliable vehicle is a strong asset.
- Fluency in English is **required**. Fluency in other languages is an asset.
- Ability to work flexible hours, including evenings and weekends is **required

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