Administrative Coordinator

2 weeks ago

Hamilton, Canada Ottawa Street BIA Full time

**Job Description - Administrative and Business Liaison Coordinator**

**Reporting to**: Ottawa Street Business Improvement Area Coordinator

**SPECIFIC RESPONSIBILITIES**

**Administration Support for Office**:

- Maintain a close working relationship with the BIA Coordinator
- Greet visitors to the office and assist with all inquiries
- Maintain office supplies, purchase requisitions and work orders
- Draft, type and proof-read correspondence letters, meeting minutes, reports, letters, newsletters, etc.
- Arrange meetings and appointments for the BIA Coordinator, BIA members and Board of Director Committee meetings
- Attend and serve as minute taker at department staff meetings and subcommittee meetings
- Maintain corporate records for the Ottawa Street BIA including BIA committee minutes, register of directors, directory updates on website, media data base, sponsorship database, monthly updates for the BIA membership newsletter
- Complete street audits including street lighting, banners, holiday décor, road and sidewalk maintenance, graffiti, illegal dumping, street furniture, etc.

**Membership Engagement**:

- Annual membership engagement workplan
- Create membership welcome package and booklet
- Membership relations - reach out to incoming and outgoing businesses (i.e., set up initial meetings with new and old businesses)
- Assist BIA Coordinator with the organization, development and implementation of BIA events including festivals, AGMs, community events, etc.
- Assist BIA Coordinator with marketing initiatives
- Handle the BIA membership volunteers and general volunteers’ year round

**Reporting Structure**:
This position reports directly to the Ottawa Street BIA Coordinator

**Skill Requirements**:

- Extremely strong interpersonal and customer service skills
- Very strong computer skills including: Word, Excel, PowerPoint, Outlook, Google Drive

Zoom, and social media platforms
- Must be detail oriented person with strong organization skills
- Must be able to work both independently and part of a team
- Must be able to take direction and execute project management tasks efficiently
- Strong oral and written communication skills in English required

**Education Requirements**:

- College degree or equivalent in Administration, Business, Marketing, Communications, or related field
- Preferred two years of relevant work experience
- Municipal / Government / BIA experience is an asset

**Work Conditions**:
Office environment with regular hours of operation (Tuesday to Friday) with the understanding that the role requires after hours commitments to including meetings, events, and networking both during the week and occasional weekends

Work hours shall be structured - in advance - to manage the duties within the 20 hours allocated weekly. When required, lieu time shall be accrued to compensate for time over 20 hours with the approval of the BIA Coordinator and BIA Board Executive Members.

Having a valid driver’s license and reliable vehicle is an asset but not required.

Physical abilities include light lifting, attending events which may require a lot of walking and standing for long periods of time, stairs, and other similar demands.

Hourly Rate will be $18 / hour.

This is a contract position from August to December with the potential to become permanent in January 2023.

2023.

**Job Types**: Part-time, Fixed term contract
Contract length: 5 months
Part-time hours: 20 per week

**Salary**: $16.61-$18.00 per hour

**Benefits**:

- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Hamilton, ON L8H 1W3: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Are you comfortable interacting with new people on a daily bases both in person and on the phone?

**Experience**:

- Customer service: 2 years (required)
- Administrative experience: 2 years (preferred)

Shift availability:

- Day Shift (required)

Work Location: In person

Application deadline: 2023-08-14
Expected start date: 2023-08-22

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