Administrative Coordinator

2 weeks ago

Edmonton, Canada Métis Nation of Alberta Full time

**Administrative Coordinator - Métis Nation Holdings**

**Location**Métis Nation Holdings Office, Edmonton, AB

**Position Status**: Permanent, Full time (40 hours/week)

**The Organization**

**The Opportunity**

Métis Nations Holdings Ltd. is a for profit company 100% owned by the Métis Nation of Alberta. We are responsible for acquiring and maintaining a portfolio of facilities necessary to carry on the business of our Métis government. Our intent is not to become a landlord but rather to create a stable, cost-effective environment to support program and service delivery.

**Key Responsibilities**
- Collaborate with the Director and Managers of MNH to ensure that administrative activities are delivered in a timeline and efficient manner.
- Support MNH initiatives through logístical coordination and procurement of materials, stock and supplies.
- Provide administrative and clerical support to the MNH Team such as answering calls and tenant inquiries, receiving visitors, arranging conference calls, and scheduling meetings.
- In collaboration with the MNH team, suggest, develop, review, implement, evaluate, and maintain (new and existing) administrative procedures. Understand and adhere to policies and procedures and ensure procedures are followed.
- Develop and maintain an accurate record management system, including electronic and hard copy files.
- Ensure the safeguarding of all confidential files.
- Assist in planning, organizing, coordinating, and implementing various MNH operational programs.
- Assist in organizing, estimating, and coordinating maintenance projects and scheduling with various contractors and vendors.
- Organize and set up social events and meetings, both virtual and in person.
- Coordinate MNH Team travel, including making hotel accommodations and land & air transportation bookings.
- Assist in the research and compilation of data for various reports, projects, and briefing notes.
- Prepare quotes for tenant upgrades and prepare lease documents and presentations.
- Prepare and complete internal and external correspondence, legal documents, forms, letters, reports, and other documents. Distribute and file as directed. Review all documents, reports, quotes, invoices, and correspondence prepared for Executive or management signatures for format, content, grammar, and spelling. Edit and distribute them as directed.
- Assist in the process of MNH financial transactions, including accounts payable and receivable, purchase orders, cheque requisitions, payments, and expense claims.
- Assist with financial statements, budgets, and reports.
- Actively participate in team meetings and planning sessions. Prepare and appropriately file meeting agendas, meeting minutes, and office documentation/records.
- Assist with coverage of main reception when required.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including executive, corporate staff, management, employees, and business and community partners.
- Develop relationships with the Métis community where possible and within an administrative role.
- Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
- Maintain a high level of cultural sensitivity.
- Other duties as assigned.

**Skills & Competencies**
- Knowledge of the MNA and Métis rights, history, culture, and people is a definite asset.
- Strong computer skills with aptitude for using new software.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
- Familiarity with Requisition / Purchase Order software systems is an asset.
- Knowledge about modern HVAC systems would be an asset.
- Knowledge of CAD software and how to read blueprints would be an asset.
- Understanding of construction process and practices would be an asset.
- Knowledge and adherence to safe working practices.
- Knowledge of supplies, equipment, and/or services ordering would be an asset.
- Experience working with diverse audiences of varying cultural backgrounds and ages.
- Strong political and cultural sensitivity.
- Strong interpersonal skills and ability to establish strong professional relationships.
- Excellent communication skills with the ability to listen, interpret and respond to inquiries.
- Recognized strength in supporting teams; providing administrative and clerical support in a way that aligns with, and adds to, organizational capacity.
- Self-motivated and demonstrated initiative in identifying and addressing operational deficiencies, process gaps, or other possible improvements to operations.
- Able to take direction from others, and work both independently with little supervision and work in a team with the ability to work well with all types of personalities.
- Ability to adjust to changes in scheduling and assignments by being adaptable and flexible.
- Ability to multi-task and manage multiple duties/requests at once

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