Administrative Coordinator

4 days ago

Stittsville, Canada Habitat for Humanity Greater Ottawa Full time

**PRIMARY FUNCTION**

The Administrative Coordinator ensures the smooth operation of the Habitat for Humanity Greater Ottawa (Habitat Greater Ottawa) office. The position provides administrative support to the Leadership team as required.

**Reports to**:Director of Operations

**RESPONSIBILITIES**

**Administrative Coordination**
- Provides administrative support to Director of Operations, Director of Finance, Director of ReStores, Director of Construction and Director of Fundraising as required (eg. correspondence, research, reporting, data entry etc.)
- Coordinates schedules, appointments, reservations and travel arrangements as required
- Acts as the first point of contact for the public in person at the office and by phone
- Supports positive relationships with external stakeholders, partners and clients
- Maintains operational files and archives
- Supports the bi-annual review and updating of organizational policies and procedures
- Performs research tasks and compiles databases
- Coordinates logistics for a variety of meetings
- Assists with the coordination of non-revenue generating events (ie. Open Houses, Key Ceremonies, Volunteer Appreciation events) as required

**HR Support**
- Provides HR support to the office, build and ReStores under the direction of the Directors of Operations
- Maintains a human resources information system (HRIS) to support the tracking and reporting on employee data
- Ensures HR Manual is kept up to date
- Manages staff onboarding and employee orientations
- Supports the Director of Operations with implementing the annual Employee Engagement Survey

**Health and Safety Management**
- Chairs the Joint Health and Safety Committee (JHSC) and takes minutes at quarterly meetings
- Applies Health & Safety (H&S) principles and develop H&S plan for Habitat Greater Ottawa’s administrative office, build site and ReStores
- Responsible for maintaining all organizational H&S policies and procedures
- Addresses any H&S needs and coordinate H&S audits at least once per year
- Coordinates the development and implementation of site-specific Emergency Response Plans
- Prepares H&S reports to management upon request
- Completes quarterly H&S survey upon request from Habitat Canada; ensure that all incident and near miss reports have been saved for future reference
- Assists Site Supervisor and Director of ReStore with H&S requirements as needed

**Office Management**
- Logs donations and issues tax receipts via the donor database (Raiser’s Edge NXT)
- Receives and processes incoming and outgoing mail
- Monitors inventory of office supplies and orders accordingly
- Ensures organization of the overall office, including the storage room and filing as needed
- Oversees servicing and operation of office equipment
- Manages office IT and telecommunications and proactively looks for alternatives to create efficiencies

**Other duties as required**

**Qualifications**
- Post-secondary education or a combination of education and work experience;
- Experience in providing office management;
- Exceptional organizational skills that reflect the ability to perform and prioritize multiple tasks with excellent attention to detail;
- Demonstrated proactive approaches to problem-solving, with strong decision-making capability;
- Ability to maintain a high level of integrity and discretion in handling confidential information;
- Ability to take initiative and improve processes;
- Ability to work under pressure and with mínimal supervision;
- Ability to work with the public and diverse populations;
- Strong oral and written communication skills;
- Excellent skills in Microsoft Office Suite products: Excel, Word, Outlook, PowerPoint, etc;
- Bilingualism and experience in accounting, budgeting and Quickbooks and Raiser’s Edge NXT would be an asset; and,
- Must have a reliable vehicle and valid driver’s license.

The salary band for this role is between $48,000 and $53,000 per annum based on experience. Habitat Greater Ottawa also offers a comprehensive health benefits plan, vacation and flexible personal days.

Due to the nature of this role, the incumbent must be available to work onsite daily at 3 Iber Road. Parking is available at no cost. Due to the nature of the organization, it can be expected at times to travel to the office, ReStores, and our build site.

**Job Types**: Full-time, Permanent

**Salary**: $48,000.00-$53,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Store discount

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- administrative assistant: 1 year (required)

Work Location: In person

Application deadline: 2024-03-20

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