Corporate Services Coordinator/office Adm

6 months ago

Markham, Canada Children Believe Fund Full time

**Careers That Empower Young Dreamers**

When you make a decision to work with Children Believe you’re not just doing something great for your career, you’re helping empower children around the world to access education, pursue their dreams and be a voice for change. We know there are lots of career options for talented, top performers like you, but not many offer the opportunity to help children live and dream fearlessly. Children Believe is currently recruiting for the following position:
**Corporate Services Coordinator/Office Administrator - Canada Office**

The Corporate Service Coordinator/Office Administrator is a permanent, full-time, in-office role reporting to the Chief Financial Officer. This role should be passionate about administrative excellence and operational efficiencies and works collaboratively with other Executive and Administrative professionals within the organization. This position requires that the person be highly organized, detail oriented, tech-savvy, and have extensive communication and collaboration skills. The Office Administrator provides Executive Support to the Chief Financial Officer; administrative support to the Corporate Services Division; and responsible for the day-to-day management of the office.

**This role includes, but not limited to**:
**Office of the Chief Financial Officer (CFO) - 30%**
- Assist with the preparation of CFO Presentations for ELT, staff, the board and other committees.
- Prepare presentations and analysis for Board and committee meetings
- Coordinate travel arrangements and schedule for the CFO as required, as well as other Corporate Services personnel;
- Maintain the legal, vendor, and contract database and providing analysis of same as required.

**Office and General Administration - 30%**
- Oversee day-to-day operations of the office, including maintenance of office equipment, administration of security access; organization and tidiness of office, kitchen, and supply rooms; and ordering of supplies
- Assist with overall office logistics, such as setting up and scheduling meeting rooms, managing facility maintenance requests, to create and maintain a comfortable and functional work environment
- Hold the Corporate Services Department, credit card, and reconcile monthly as per policy
- Process expenditures, cheques requisitions and create purchase orders in Intacct for the Corporate Service team
- Provide support and back-up to the Executive Coordinator to the CEO, for such things as Board and Board Committee meetings and events; legal matters relating to the board, and other urgent matters that may arise from time to time.
- Respond to emergency issues promptly, including out of hours emergencies as required
- Review, understand, and comply with all organizational policies.

**Mail Processing - 30%**
- Efficiently and proactively manage all incoming and outgoing couriers, shipping, and mail.
- Maintain appropriate supply levels for mailroom and copiers, including all paper material and toners
- Responsible for leading the mail opening process and working closely with the Mail and Records Associate to ensure security, efficiency, and accuracy in the processing of all donations received.
- Completion of post-secondary diploma/degree
- Two to four years’ experience in a similar position
- Strong organization and time management skills; excellent attention to detail; ability to work independently
- Excellent interpersonal skills with experience working with multiple teams
- Excellent verbal and written communication skills
- Excellent presentation skills suitable for executive and board presentations
- Intermediate/Advanced computer skills (MS Word, Excel and Outlook), with excellent experience in data organizing and management within Microsoft SharePoint (policies, procedures, contracts, legal documents, etc.).
- Experience in maintaining and organizing an office environment and in maintaining necessary office supplies
- Experience in working with mail and courier services
- Experience providing print production services
- Experience working with accounting and expense management software is an asset
- Flexibility to work outside of regular business hours, as needed
- Must be willing to obtain Occupational First Aid Certificate and be comfortable in the role of first aid attendant. Course fees paid by CB.
- Valid Driver’s Licence and occasional use of own vehicle for business use.

**Attributes, Traits, Behaviours**:

- Accountability for results and self-driven
- Team player and ability to work independently with limited supervision
- Exceptional interpersonal skills and service-oriented attitude
- Strong organization and time management skills, with an ability to manage multiple assignments simultaneously
- Confidentiality, sensitivity, diplomacy and tact
- Collaborative team player with a service-oriented attitude and behaviour
- Commitment to ongoing professional development and growth
- Embraces change and willing to adopt new practi

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