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Full Time Administrative Coordinator

1 month ago

Toronto, Canada The Salvation Army Full time

The Administrative Coordinator performs a multi-faceted, dynamic, and key administrative role, providing support to the Office Manager in fulfilling the mission of the Ontario Distribution. Operationally, this will be achieved through the execution of day-to-day tasks.

**KEY RESPONSIBILITIES**:
**Administration**:

- Coordinates delivery of all required administrative support services for the Ontario Distribution Centre.
- Ensures the smooth operation of Ontario Distribution Centre business functions.
- Plays a supporting role with the office manager, handling daily tasks related to business operations.
- Performs daily tasks related to business operations.
- Oversees reception activities for the Ontario Distribution Centre.
- Answers phone calls and provides a welcoming atmosphere for visitors/volunteers entering ODC.
- Schedule meetings, prepare correspondence, and generate reports and/or presentations as required.
- Publishes and maintains a calendar of all administrative tasks and deliverables.
- Ensures office supply and non-operational warehouse supply inventory levels are maintained. Tracks supply and usage and ensures re-orders are placed in a timely manner to outages.
- Handles inbound and outbound mail.
- Maintains filing systems for operational files.
- Responsible for reporting any infractions or problems per policies and procedures.
- Arranges administrative support for ODC Management on all business operations as required.

**Human Resources**:

- Manages internal HR software and ensures it is regularly updated and maintained.
- Utilizes timekeeping software (Bright HR) to facilitate accurate tracking and reporting.
- Ensure accurate timekeeping through software tools (UltiPro).
- Oversees the onboarding of new employees and volunteers from an administrative perspective; ensures employees receive, complete, and return required forms in a timely manner.
- Provides site tours and introductions to visitors and new hires.
- Involved in the preparation and coordination of job postings.
- Deals with Labor Agencies regarding the supply of temporary staff as required.

**Finance & Administration**:
In coordination with the Office Manager
- Counting and maintaining replenishment documents.
- Keeping accurate records of petty cash transactions.
- Generating reports for gift cards and donation receipts.
- Handling invoice payments and related issues.
- Preparing expense reports for Element Cards.
- Reviewing credit card expenses and ensuring compliance with company policies.
- Perform other duties as required.
- Other duties as assigned by management.

**WORKING CONDITIONS**:

- This is a full-time regular position based on 40 hours per week. Overtime will be required during the Christmas season.
- Normal work hours are Monday to Friday, 7:30 a.m. to 4:00 p.m., and includes a ½ hour unpaid meal break. Shifts may change during the Christmas season.
- Responsible for working in compliance with the Ontario Occupational Health & Safety Act (OHSA) and regulations.
- Travel between various work locations for meetings or training as required. May occasionally be required to deliver or pick up small items to and from local vendors, donors, and/or clients.

**QUALIFICATIONS AND EDUCATION REQUIREMENTS**:

- Completed two (2) years of College Diploma: Office Administration.
- A bachelor’s degree is an advantage.

**EXPERIENCE AND KNOWLEDGE**:

- Minimum of 3 years of prior related experience, including some supervisory experience, and proven track record of communicating clearly both orally and in writing.
- Administrative/secretarial and general accounting experience, clerical, and customer service.
- Valid Ontario Class “G” Driver’s License and a current copy of a Driver’s abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

**SKILLS AND CAPABILITIES**:

- Strong computer skills, including proficiency in Microsoft Office.
- Lead by example, demonstrate a positive attitude, a strong work ethic, and a willingness to learn and be flexible in the face of change.
- Participate as an active and responsible team member.
- Represent the organization professionally and engagingly.
- Strong oral and written communication skills.
- Self-motivated and disciplined.
- Excellent interpersonal and customer service skills.
- Maturity and ability to exercise good judgment.
- Ability to develop and maintain a team environment.
- Good organizational and time management skills.
- Attention to detail, problem-solving, and analytical skills.
- Strong sense of integrity and ability to maintain confidentiality with professional ethics and a balanced sense of fairness.
- Participate in ongoing professional development and training of self and others.
- Treat the property of The Salvation Army Ontario Distribution with due care and caution.
- Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in