Office Administrator

4 weeks ago

Bracebridge, Canada Habitat for Humanity Ontario Gateway North Full time

**THE ORGANIZATION**

Through shelter, we empower. People all over the world partner with Habitat for Humanity to build safe, stable, and affordable housing for people in need. Habitat also facilitates critical repairs to improve the shelter conditions of millions. With our help, Habitat for Humanity homeowners and residents achieve the strength, stability, and self-reliance they need to build a better life for themselves and their families.

Since its founding in 1976, Habitat for Humanity has built or renovated millions of homes in 100 countries around the globe, including more than 4,000 in Canada. Habitat for Humanity Ontario Gateway North (HFHOGN) has already partnered with nearly 60 hard-working families, including 126 children, supporting their access to safe, suitable, and affordable housing. Every day, we work toward partnering with many more. We are a forward-thinking affiliate, continually researching and developing updated operating models and business practices to improve our organization’s sustainability, growth potential, and service impact levels.

Proudly owned and operated by HFHOGN, Habitat for Humanity ReStores are home and building supply stores that accept and resell quality new and used building materials, as well as furniture, appliances, and home accessories to the public. They play an integral part in Habitat’s work by creating financial support for our operations while also providing affordable home building and home décor items to people in our local communities and diverting everything donated and sold from the landfill.

**GENERAL SUMMARY**

Working closely with the Senior Manager, Operations, the Office Administrator is responsible for carrying out a variety of administrative and financial duties. Role duties center on the efficient and effective functioning of the Affiliate Office as well as the financial health of the organization. The scope of work supports the breadth of business activity, including the separate functional areas of HFHOGN - ReStores, Generation Homes, Resource Development, Program Services (Construction and Family Services), and Administration/Support Services. The Office Administrator is productive, service-oriented, proficient at day-to-day processing, and focused on accurate tracking and reporting while also able to provide analytical input and constructive advice in problem solving and planning processes. The Office Administrator works with all HFHOGN team members, and therefore plays a key role in the realization of our mission. This position provides an opportunity to draw on a broad skill base, including those related to bookkeeping, office management including software and databases, customer service, and task prioritization.

**ROLE RESPONSIBILITIES**

**Administration**:

- Ensure adherence to HFHOGN policies, procedures, and practices.
- Maintain shared folders across employee groups and ensure all files and documents remain current and accessible.
- Organize, distribute, track, and maintain technological asset inventory and distribution.
- Schedule and coordinate meetings with internal staff and/or stakeholders, as required.
- Liaise between staff and contracted IT support, as necessary, to support smooth business operations.
- Support the Senior Manager, Operations with documenting operational processes in a clear and precise manner, as required.
- Provide administrative support to other managers and senior leadership as required and under the direction of the Senior Manager, Operations.

**Financial Management**:

- Adhere to existing Finance policy and procedure.
- Make recommendations and support the Senior Manager, Operations with initiatives that are designed to increase organizational efficiencies.
- Receive and file all relevant financial documents (e.g. invoices, statements, communications).
- Enter day-to-day financial data into financial software, including:

- ReStore sales
- Petty cash for various groups within the organization
- Reconciliation of company credit card statements and submitted receipts
- Accounts Payable (AP), Accounts Receivable (AR),, and client invoicing
- Journal Entries
- Fundraising donations and ensure related financial data capture
- Complete reconciliations of specific accounts, statements, purchase orders, and invoices.
- Enter donor information and charitable tax receipt / business receipt details into donor database software.

**Stakeholder Management**:

- Act as a point of contact regarding organizational and financial matters for internal and external stakeholders as appropriate and assigned by the Senior Manager, Operations.
- Maintain smooth, cooperative working relationships and communications among peers, leadership, and other partners (e.g. consultants).
- Provide positive, professional interactions with internal and external stakeholders at all times (in person, in writing, over the phone).
- Provide timely communication and support to volunteers, donors, and other external stakeholders (e.g

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