Administrative Coordinator

3 weeks ago

Gibsons, Canada Gibsons Community Building Society Full time

**Reports to**:Executive Director

**Term**: Maternity Leave Contract (1 year with possible extension), Full-Time; 37.5 hrs/week

**Benefits**: 3 weeks paid vacation, $100/month health and wellness supplement

**Job Summary**: Provides administrative support for the executive director, senior leadership, and volunteer boards, conducts financial and human resources administrative tasks, volunteer coordination, office coordinator, and data management of donors.

**Application Deadline**: Ongoing until filled

**Start Date**: November 25, 2024

**BACKGROUND**

The Gibsons Community Building Society (GCBS) is a not-for-profit organization operating the Gibsons Public Market and the Nicholas Sonntag Tidepools Aquarium. Our mission is to build a healthy, caring, thriving community through vibrant community events, programs, public gathering spaces, a bustling local market, and an inspiring marine education centre. We connect people to foster a healthier, more social, and caring community. We inspire sustainable behaviour for the health of our oceans. We create opportunities for artists and entrepreneurs to cultivate community economic development.

The Gibsons Public Market boasts a merchant floor with various food vendors, an award-winning bistro, public gathering spaces, and rentable spaces - for events, meetings, and educational experiences. The Nicholas Sonntag Tidepools Aquarium is housed within the Gibsons Public Market. It is a unique collect-and-release aquarium with over 70 local species collected from the pristine waters of Átl'ka7tsem | Howe Sound and Sechelt Inlet, providing an awe-inspiring experience to connect visitors with the wonders of the local ocean environment. The centre also conducts educational programs for school-age children and environmental conservation projects.

**JOB PURPOSE AND SUMMARY**

Reporting to the Executive Director, the Administrative Coordinator has an integral role in providing key administrative support for the two societies, the Executive Director, senior management, and the GCBS and BlueAct Board of Directors and Board of Governors. The administrative lead is responsible for basic financial and office administration tasks, and the management of our donor data.

**DUTIES AND RESPONSIBILITIES**

**Office + Administration**
- Confidential administrative support for the Executive Director, senior management, finance department, members of the Boards of Directors and Governors
- Prepare and send correspondence, including mass mailouts and donor communications
- Maintain official records, including board and government (CRA, BC Societies, etc.) documents
- Support human resources administrative duties
- Coordinate volunteer data management and recruitment
- Enter/update data in CRM database and run reports as required
- Maintains donor recognition data
- Maintain websites and update when needed
- Oversee and administer the membership program
- Support the production of the annual Gala Fundraiser, including data and volunteer coordination
- Provide administrative support to execute events, programs, and other fundraisers, as required
- Office management: office infrastructure, ordering supplies
- Other duties may be assigned

**Reception**
- Spend one day a week at reception, greeting, taking payments, aquarium admissions
- Open/Close the Gibsons Public Market one day a week or when needed
- Coordinating reception procedures, updating and troubleshooting during working hours, as required
- Provide reception training when needed
- Update CRM software, Amilia, when needed
- Supporting reception for breaks and vacation coverage, as required

**Finance Administration**
- Basic Accounts Payable - tasks include receiving and uploading supplier invoices to Quickbooks, responding to supplier inquiries, following up with outstanding invoices, issuing cheques as required
- Basic Accounts Receivable - tasks include invoicing, following up with customers, receiving, acknowledging, and reporting donations
- Process and report daily cash sales, reconcile petty cash, and other cash related duties
- Prepare regular deposits for bank and Town of Gibsons
- Input fundraising to Little Green Light database and reconcile with Quickbooks
- Other duties as required

**QUALIFICATIONS & SKILLS**
- Minimum Grade 12, but preferably 1-2 years of college/university experience in a related field
- 2-3 years of administrative experience, preferably in a non-profit environment
- Strong technology skills, including proficiency with Google Suites and Office 365
- Experience with CRM software, Point of Sale, Mailchimp an asset
- High comfort level with technology troubleshooting
- Cash management experience
- Bookkeeping skills an asset
- Exceptional interpersonal skills
- Excellent written and verbal communication skills
- Attention to detail and solid problem-solving skills
- Ability to use tact and discretion, as well as good judgment, especially concerning confidential information
- Exceptional time mana

  • Administrative Coordinator

    3 weeks ago

    Gibsons, Canada Pike Sheet Metal Ltd Full time

    Job Title: Administrative CoordinatorJob Summary: We are seeking an organized and detail-oriented Administrative Coordinator to join our team at Pike Sheet Metal Ltd. As an Administrative Coordinator, you will be responsible for providing administrative support to our team, including coordinating the flow of information, directing daily operations, and...

  • Administrative Coordinator

    3 weeks ago

    Gibsons, Canada Pike Sheet Metal Ltd Full time

    Job Title: Administrative CoordinatorAbout the Role:Pike Sheet Metal Ltd is seeking an organized and detail-oriented Administrative Coordinator to join our team. As an Administrative Coordinator, you will be responsible for coordinating the flow of information within the team, directing and controlling daily operations, and performing various administrative...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada BC LTD Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at BC LTD. The successful candidate will be responsible for providing administrative support to our staff, ensuring the smooth operation of our office.Key ResponsibilitiesAdministrative Support: Provide administrative support to our staff, including...

  • Administrative Coordinator

    3 weeks ago

    Gibsons, Canada Pike Sheet Metal Ltd Full time

    Pike Sheet Metal Ltd is seeking an Administrative Coordinator to join our team. As an Administrative Coordinator, you will be responsible for coordinating the flow of information within the team, directing and controlling daily operations, and providing exceptional customer service.Key ResponsibilitiesCoordinate the flow of information within the teamDirect...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantBC LTD is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key Responsibilities:Provide administrative support to the team, including answering phone...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada Gibsons Shell Carwash Full time

    Job SummaryWe are seeking an experienced Administrative Coordinator to join our team at Gibsons Shell Carwash. The successful candidate will be responsible for reviewing and evaluating new administrative procedures, delegating work to office support staff, and establishing work priorities.Key ResponsibilitiesReview and evaluate new administrative procedures...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada BC LTD Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at BC LTD. The successful candidate will provide administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesProvide administrative support to the team, including scheduling appointments and managing...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada MG Cleaning Services Full time

    Job SummaryMG Cleaning Services is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will provide administrative support to our office team, ensuring the smooth operation of our daily activities.Key ResponsibilitiesAdministrative TasksManage and maintain office supplies and...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD.Key Responsibilities:Administrative Support: Provide administrative support to our team, including answering phone calls, responding to emails, and maintaining accurate records.Office Management: Assist with office...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD.Key Responsibilities:Administrative Support: Provide administrative support to our team, including answering phone calls, responding to emails, and maintaining accurate records.Office Management: Assist with office...

  • Administrative Coordinator

    3 weeks ago

    Gibsons, Canada Pike Sheet Metal Ltd Full time

    Pike Sheet Metal Ltd is seeking an Administrative Coordinator to join our team in a permanent position. The successful candidate will be responsible for coordinating the flow of information within the team, directing and controlling daily operations, and performing various administrative tasks.Key ResponsibilitiesCoordinate the flow of information within the...

  • Financial Administrative Coordinator

    7 days ago

    Gibsons, Canada Chevron Full time

    Job Description:At Chevron, we are seeking a highly skilled Financial Administrative Coordinator to join our team. This role is responsible for calculating and preparing cheques for payroll, as well as maintaining financial records and establishing, maintaining, and balancing various accounts using manual and computerized bookkeeping systems. The successful...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key Responsibilities:Administrative Support: Provide administrative support to our team,...

  • Administrative Coordinator

    4 weeks ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key Responsibilities:Administrative Support: Provide administrative support to our team,...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our daily activities.Key Responsibilities:Administrative Support: Provide administrative support to...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our daily activities.Key Responsibilities:Administrative Support: Provide administrative support to...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our daily activities.Key Responsibilities:Administrative Support: Provide administrative support to...

  • Administrative Coordinator

    1 month ago

    Gibsons, Canada BC LTD Full time

    Job Title: Administrative AssistantWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at BC LTD. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our daily activities.Key Responsibilities:Administrative Support: Provide administrative support to...

  • Administrative Coordinator

    2 months ago

    Gibsons, Canada MG Cleaning Services Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at MG Cleaning Services. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesAdministrative TasksOpen and distribute mail and other materialsDetermine and...

  • Administrative Coordinator

    2 months ago

    Gibsons, Canada MG Cleaning Services Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at MG Cleaning Services. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our office.Key ResponsibilitiesAdministrative TasksOpen and distribute mail and other materialsDetermine and...