Administrative Coordinator

5 months ago

Victoria, Canada Aboriginal Coalition to End Homelessness Society Full time

Are you a person who is passionate about working with Indigenous Peoples and are interested in supporting the Aboriginal Coalition to End Homelessness Society’s (ACEHS) mission of lovingly providing culturally supportive, affordable housing and services to support Indigenous Peoples experiencing homelessness? We are seeking a highly motivated and organized individual to join our team as the Administrative Coordinator. In this role, you will provide essential administrative support to ensure the smooth operation of our organization. You will work closely with various departments and play a vital role in facilitating efficient communication, coordinating administrative tasks, and maintaining accurate records.

**Position Type**: Full-time, 40 hours per week.

**Salary / Wage**:$25.00 - $27.00 per hour based on experience.

**Location**:The ACEHS Administration office in downtown Victoria B.C.

**Start Date**: As soon as possible

**Deliverables**:

- Ensure office coordination is maintained for all ACEHS office sites, liaising with managers as required to ensure office spaces are maintained.
- Main point of contact for Regroove (tech company), support with the transition to Microsoft and ongoing support as required with Regroove.
- Maintain equipment tracking/inventory, required equipment maintenance and ordering.
- Maintain the asset sign out system for office equipment, coordinating with the Human Resources department as required.
- Collaborate with cross-functional teams to streamline administrative processes and implement improvements.
- Liaise with utility providers such as Price’s Alarms, Shaw, the Co-Operators, Telus, etc. following up on invoice inquiries, contract changes, etc.
- Ensure office systems are in good working order such as mail logging, phone systems, printers, and coordination of these systems between ACEHS sites.
- Improve ACEHS IT functions to be coordinated and efficient across all sites.
- Establish relationships and corporate accounts with preferred vendors, following up with vendor invoice inquiries, account updates, approved spenders, and maintain a quarterly updated list of approved staff who may access vendors/accounts.
- Ensure van logbooks are completed correctly and Petro Canada SuperPass receipts are provided monthly by van drivers and reconcile the SuperPass account ensuring proper GL coding is applied.
- Host bi-weekly meetings with site managers to plan, troubleshoot and assess risks.
- Maintain oversight of digital and physical file management, ensuring all shared drives are up to date and old files are archived annually and in accordance with relevant governing Acts and or Legislations by which the ACEHS are mandated under.
- Pick up mail from all ACEHS office sites, log, and distribute incoming mail.
- Manage office supplies and equipment inventory, ensuring items are stoked and in good working order.
- Serve as the primary point of contact for internal and external general inquires, providing exceptional customer service and routing messages and/or requests to appropriate team members.
- Assist the finance team with data entry, scanning documents, and record keeping.
- Coordinate storage lockers & inventory tracking/updating
- Track and maintain Canada Helps website. Send thank you letters and establish relationships with ACEHS funders as required.
- Manage calendars for events, vans, and boardroom bookings.
- All other duties as required.

**Qualifications & Education**:

- 2 to 5 years of experience in an administrative support role, preferably in a non-profit or supportive housing related organization.
- Working towards and/or successful completion of a degree or diploma in business administration, human resources, or finance is preferred.
- Experience working with non-profit organizations in an administrative capacity is considered an asset
- Preferred to hold a valid Class 5 Driver's License.

**Skills & Abilities**:

- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
- Strong attention to detail and accuracy in data entry, record-keeping, and document preparation.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with database management systems.
- Ability to handle confidential information with integrity and discretion.
- Flexible, adaptable, and able to work well in a fast-paced, team-oriented environment.
- Independently motivated, with the ability to take on tasks and duties without immediate direction.
- Progressive understanding of persistent mental illness, addictions, and other challenges and how these impact people’s overall health, well-being, and quality of life.
- Ability to work in a holistic, professional, and non-judgmental manner as you are working with a broad range of personalities, needs, cultures, lived experiences and abilities
- Ability to effectively respond and adjust to unexpected events and problem-solve.
- Effective writt

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