Administrative Coordinator

3 months ago

Toronto, Canada The Stop Full time

**The Stop Community Food Centre**

**Job Description: Administrative Coordinator**

**Contract: 6 Month Full-Time Contract**

SUMMARY:
Reporting to the Director of Finance and Administration, the Administrative Coordinator is responsible for the effective coordination of all office administrative functions across The Stop’s three sites; This position ensures smooth day-to-day operations and contributes to organizational efficiency by managing schedules, coordinating meetings, handling communications, and assisting with special projects, and acts as the main contact for services and trades, including, office equipment, building maintenance, tech support and office/program supplies.

KEY DUTIES & RESPONSIBILITIES:
**Office and Administrative Responsibilitie**s**: (50%)**
- Oversee the daily operations of the main office, ensuring a well-maintained and organized workspace for staff and visitors.
- Coordinate with vendors and service providers to manage office supplies, maintenance, and repairs.
- Act as the main point of contact for both internal and external clients, providing reception and handling mail
- Coordinate and maintain inventory for office and program purchases, including office supplies, food vouchers, TTC tokens, maintenance supplies, etc., ensuring accurate record-keeping and reconciliations
- Oversee office supply management, technology needs, and vendor relationships.
- Coordinate and schedule agency staff meetings
- Prepare agency meeting agendas, take meeting minutes, and distribute action items following meetings
- Maintain organized files and records, both physical and digital, ensuring confidentiality.
- Maintain and update records of keys, staff contact information, and passwords
- Manage telephone and alarm systems
- Maintain a master calendar of organization events, team-building activities and key Management Team and Board of Directors meetings
- Coordinate annual membership drive and maintain the membership database
- Support internal and external organization events including Annual General Meeting (AGM);

**Program and Site Support**:

- Coordinate communication between the central office and program staff across various sites.
- Assist with the logístical planning of events, trainings, and meetings.
- Assist in organizing and coordinating special projects, including fundraising events, board meetings, and community outreach initiatives.
- Provide research and data collection support as needed.

**Facilities & Operations Support (10%)**
- Serve as the primary point of contact for facility-related issues, addressing concerns promptly and efficiently.
- Providing support to the Custodian and any contracted maintenance workers.
- Assist in the coordination of logistics for program sites, including facility needs, maintenance requests, and supplies.
- Support maintenance and service for the office and program spaces.
- Participate in the Joint Health and Safety Committee (JHSC), including coordination of meetings and inspections, taking minutes, record keeping and coordinating follow-up activities.
- Ensure compliance with health, safety, and building regulations across all sites.
- Maintain records related to facility inspections, safety audits, and regulatory requirements.
- Act as backup for HR Manager to coordinate job postings and on-boarding.

**Technology and Equipment**: (10%)**
- Oversee the maintenance and functionality of office equipment (e.g., printers, computers, phones) and coordinate repairs or replacements as needed.
- Assist with IT support, including troubleshooting basic tech issues and coordinating with external IT services when required.
- Maintain an inventory of office equipment and supplies, ensuring items are accounted for and properly functioning.
- Act as a primary contact and liaison with the IT Consultant
- Provide required IT assets and technical support to new hires
- Support in identifying and resolving software or hardware problems.
- Escalate technical issues to IT consultant
- Report all technical difficulties to the IT consultant.
- Maintain capital asset and inventory listings.

**Executive & Board Support (30%)**
- Manage the Executive Director’s calendar, including scheduling meetings, preparing materials, and coordinating travel arrangements.
- Assist in drafting and editing correspondence, reports, and presentations for the Executive Director and leadership team.
- Serve as the primary point of contact between the Executive Director and internal/external stakeholders.
- Prepare an annual calendar of Board and Committee meetings and key events for the organization and update for changes throughout the year.
- Assist the Executive Director regarding matters related to the Board including; preparing and distributing Board packages; arranging food for Board meetings; and maintaining Board records such as minutes, policies and procedures, and the Board training manual.
- Attend and record minutes for all board meetings. Maintain the organizati

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