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Operations Lead

4 months ago

Grimsby, Canada Bible League Canada Full time

**TIME COMMITMENT**: Full Time, 37.5 hours weekly

**DURATION**: Permanent

**LOCATION**: Office located in Grimsby, Ontario; Hybrid

**Overview of the Organization**:
For over 50 years, Bible League Canada has been committed to doing missions differently. How? By strategically building extraordinary international partnerships with national ministries in over 40 countries, equipping local believers through Bible-centric discipleship programs to become champions for the Gospel, committed to reaching their own communities with the Living Word of God.

Reporting to the Director of Finance & Administration, and providing support and direction to the Facilities Coordinator, the **Operations Lead** contributes to the team responsible for the management of all the financial and facility operations of Bible League Canada.

**Specific Responsibilities include**:
**OPERATIONAL SUPPORT**

**Oversight of Facilities Coordinator**
- Conducts weekly 2:1 scheduled meetings and informal discussions with Facilities Coordinator and Director of Finance & Administration to ensure they are moving in the direction of both the team and its members’ goals
- Together with the Facilities Coordinator, triage and direct incoming & outbound mail and shipments, couriers
- Reviews and approves Coordinator’s expenses
- Provides direction, oversight and follow up on Coordinator’s tasks
- Sets specific, measurable, achievable, relevant and time bound maintenance objectives
- Approve and track attendance
- Provide oversight and direction to Facilities Coordinator for supplier contracts and building service providers
- Provides daily direction and support to the Facilities Coordinator in maintaining the facility, and backfill during absences
- Provides back up support as needed to the Facilities Coordinator for meeting room set up
- Assist Coordinator with minor building repairs

**Capital Projects & Repairs**

Support the Director of Finance & Administration with planning, logistics and tasks related to office space and property improvements, which could include:

- Team and meeting space improvements
- Office space renovations
- Repairs and upgrades to property, building and landscaping
- Appliance & fixtures upgrades

**Facility/Property Special Events Rentals**
- Develop a rental and usage policy for external stakeholders and interested parties for booking events and meetings
- Receive and manage requests for outside interest room bookings/rentals and liaises with external and internal contacts on reservations and logistics

**Security**
- Administers online security access software and keycard maintenance
- Liaises with alarm monitoring company and assigned staff
- Develop a 3rdparty alarm response protocol
- Together with Facilities Coordinator, contribute to the provision of a safe workspace for staff through responses to Joint Health & Safety Committee issues

**General Office Communications & Supplies Management**
- Maintain and fulfill office supply orders and furnishings/equipment orders

**FINANCIAL SUPPORT**

**Audit Committee**
- Assists with logistics related to scheduling, minutes and action items
- Supports Audit Committee members as needed (correspondence, technology, travel arrangements)
- Supports and facilitates the external auditors’ onsite visits

**Budget Management**
- Together with all members of the Finance & Administration team, assist the Director of F&A with Strategic Planning (preparation, meetings, goal setting, draft budget requests)
- With input from members of Finance & Administration team members, work in tandem with the Manager of Finance to assemble information for the draft annual team budget

**Risk Management**
- Supports the Director of Finance & Administration and Manager of Finance in the life cycle maintenance of the risk register
- Corresponds with insurance agency with regard to renewals, claims and changes in coverage
- Liaises with insurance agency and employees to manage transportation protocols, rental agency support, accident claims and appropriate individual liability coverage for work-related travel

**File Maintenance**
- Maintains supporting files and records for Finance & Administration team
- Maintains filing of Joint Ministry Agreements paperwork and hard copies/signatures and partner agencies’ annual reporting
- Maintain supplier contracts
- Maintain archives, provide oversight for file retention and destruction

**Education and professional accreditation**:

- College certificate in operations, business or accounting

**Experience**
- 1-3 years of experience and proven abilities in managing people and projects
- Previous experience in operations and finance-related fields is a strong preference
- Demonstrated project management and problem-solving skills; data analysis experience an asset
- Familiarity with, or previous training in WHMIS and health & safety

**Technical Skills**:

- Strong verbal and written communication skills
- Accurate, with keen attention to detail
- S