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Administration and Logistics Manager

3 months ago

Westmount, Canada Centre Greene Full time

Greene Avenue Community Centre (Centre Greene)

**Job description**

**Position**: Administration and Logistics Manager

**Type**: Management
**Terms**: full-time 35 hours a week
**Reports to**: Executive Director
**Direct reports**: 3 employees (evening and weekend office assistants)
- ______________________________________

**Conditions**

**Type of position**: full-time 35 hours per week, temporary contract (until April 2024 with the possibility of continuation)
**Hourly rate**: $ 23-25 (based on experience)
Monthly employee health stipend
**Start date**: Immediate

**Requirements**:

- Post secondary education in a relevant field is required. (A Bachelor’s degree in Business Administration is an asset)
- At least 2 years of experience in administration is preferred
- Excellent project management and negotiation skills.
- Excellent communication and customer service skills in English and French (a third language is an asset)
- Strong critical thinking and problem-solving skills.
- Experience in non-profit fundraising, and grant writing an asset
- Excellent data entry skills
- 1 + year experience supervising and managing staff.
- Experience operating and troubleshooting basic audio/visual equipment.
- Ability to accurately multitask under pressure with attention to detail.
- Ability to walk up the stairs and down (3rd floor to basement) - heavy lifting occasionally required.
- Strong soft skills, and the ability to work in a team towards achieving common goals is essential
- Knowledge of Keela or other donation software is an asset.

**Duties**:
**Administrative Support**
- Complete monthly data entry for Centre Greene book-keeper, ensure all items are up to date and liaise with book-keeper to ensure timely reports are delivered to the treasurer
- Assist the Executive Director with annual giving and fundraising efforts, such as grant research.
- Maintain donor database and assist Executive Director in producing tax receipts on Keela, and ensure all donors are properly thanked in a timely manner
- Working closely with the Executive Director and Director of Programs to support communications (maintaining and keeping Centre Greene social media and website up to date, increasing Centre Greene’s visibility)
- Answer phones, provide information regarding programs and services.
- Provide customer service at the main counter
- Maintaining and updating Centre Greene VoIP system, and other office equipment, ensuring that office supplies are restocked as needed
- Other administrative duties to support Centre Greene’s day to day operations assigned
by the Executive Director (project research, community outreach, as needed)

**External Programs Management**
- Manages the use of Centre Greene’s facilities by the community and other users of venue; monitors event/activity schedules to avoid space or usage conflicts
- Oversees and provides direction as necessary for the space rental, use, setup, cleaning, and take-down
- Establishes, maintains and communicates expectations for performance standards and training of direct reports ( Evening/Weekend Office Assistants )
- Acts as Manager-on-Duty for events held at the Centre as assigned by the Executive Director
- Assists with the development, management, and support of the fiscal and fiduciary responsibilities to the budget for the building and rentals department
- Provides administrative direction for daily and event custodial operations.
- Responding to rental inquiries in a timely, effective, and proactive manner
- Scheduling and providing venue tours for community members and/or potential partnering organizations
- Following up with interested renters to book rentals based on availability
- Renter and vendor contract and document administration
- Providing one-on-one coordination meetings with renters prior to their rental (varies according to need of client)
- Works on communications and promotion of Centre Greene’s rental program

**Building & Logistics Management**
- Maintaining a safe environment with proper lighting, signage, and accessibility
- Drafting and updating emergency plans and evacuation procedures
- Overseeing security, fire prevention, and other safety systems
- Developing and implementing a long-term plan and schedule for the tasks and procedures associated with routine, preventative, and deferred facility maintenance.
- Oversee and provide direction for all aspects of facility operations and support staff with the ultimate responsibility for timely preparedness
- Scheduling regular building maintenance and janitorial services (liaison with cleaning contractors and handyman) ensuring all cleaning supplies are ordered and restocked as needed
- Contracting professionals for repairs / services with approval of the Executive Director
- Monitoring building maintenance budgets
- Overseeing contractors and inspecting completed jobs
- Evaluating direct report performance and providing direction, correction, or additional training as necessary
- Sched