Office Administrator
7 days ago
The Elizabeth Fry Society of Greater Vancouver (EFry) is a charitable organization that supports women, girls, and children at risk, involved in or affected by the justice system. Our programs work to break the cycle of poverty, addiction, mental illness, homelessness, and crime.
With a main office located in the unceded, traditional territories of the Coast Salish peoples in what is now called New Westminster, this is a meaningful opportunity in an impactful and highly regarded not-for-profit organization that delivers a wide range of programs and services across Metro Vancouver and Victoria, British Columbia.
**We are recruiting a Full-Time Office Administrator.** Reporting to the Chief Executive Officer’s Executive Assistant, the Office Administrator is responsible in providing a variety of reception and general clerical and operations assistance in the office; maintains various records, filed and related filing systems.
**KEY RESPONSIBILITIES**:
- Handle office management tasks including regular weekly, monthly and annual tasks, to assist with the smooth operation of the office.
- Serve as the point of contact for the head office.
- Perform general housekeeping duties such as updating office signage, managing security codes, ordering and restocking supplies, maintaining kitchen and supplies.
- Supervise office space needs, maintenance, and equipment servicing.
- Check the office mailbox regularly, book and receive courier deliveries and accurately distribute mail and packages to the appropriate team member.
- Manage and organize electronic and physical files, maintain databases, and ensure data security and confidentiality.
- Support the use of office technology and software, troubleshoot technical issues where possible, and coordinate with IT support when needed.
- Schedule meetings and special events, handle logistics, and prepare reports and materials.
- Organize agendas and minutes for meetings.
- Provide excellent customer service to clients, visitors, and employees by promptly and professionally addressing inquiries and resolving issues. Greet guests, answer calls, and direct inquiries to appropriate staff.
- Provide administrative assistance to head office staff, including document formatting. Maintain and update manuals as needed and assist with filing as needed.
- Offer backup coverage for the administration team during vacations and assist with office errands.
- Coordinate monthly staff birthday and milestone recognition events.
- Offer administrative assistance across various departments and programs as required, including Finance, HR, and summer camp initiatives. Coordinate and support events such as the Christmas drive and provide administrative, catering, and participant coordination support for programs like STEPS.
- Assist in organizing and supporting events such as the AGM, extended management October Conference, Volunteer Appreciation, Staff Christmas party, and Society's events.
- Manage head office inventory and prepare reports for auditing.
**QUALIFICATIONS**:
- Completion of Grade 12 diploma.
- Three years of education, experience or training in general office and administrative experience that includes reception and clerical functions.
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
- Ability to type 60 words per minute.
- Must have a valid drivers license.
**Skills & Abilities**:
- Ability to handle high pressure situations in a fast-paced, continually changing program and office demands and tight deadlines.
- Must be able to work independently, accurately and on own initiative to maintain work output with minimum supervision.
- Ability to manage multiple tasks and experience in the not-for-profit sector if possible.
- Must be a highly organized and detailed-oriented individual who can manage competing priorities.
- Possesses effective verbal and written communication skills and the ability to deal with the public with tact and composure.
- Ability to lift up to 30 lbs.
- Dress Code is Smart Casual.
EFry is an equal opportunity employer and is committed to building a diverse workforce and strongly encourages applicants that represent those we serve. We welcome applicants with non-traditional educational backgrounds and field experience.
We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.
Pay: $24.25 per hour
Expected hours: 40 per week
**Benefits**:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Vision care
Schedule:
- Monday to Friday
Application question(s):
- Do you have a valid driver's license?
- How many years of office administration experience do you have?
- This is an in-office role, and the dress code is Smart Casual. Are you okay with this?
**Education**:
- Secondary School (preferred)
Work Location: In person
Application deadline: 2024-04-23
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