Office Administrator
3 weeks ago
11 Rossland Ave
Ottawa, ON K2G, CAN
Salary: $47,646 - $64,656 per year, depending on experience
Duration: Permanent - Full time
Position Summary:
Administratively accountable to: Human Resources Coordinator or designate. The Office Administrator is responsible for providing essential support to ensure the smooth daily operations of L'Arche Ottawa's community centre. This role includes handling administrative tasks such as mail processing, office supplies management, financial reconciliations, insurance coordination, and vendor communications. The successful candidate will be detail-oriented, organized, and able to manage multiple responsibilities efficiently.
Major Duties and Responsibilities:
Mail & Correspondence Management:
- Pick up and distribute incoming mail, including invoices and cheques.
- Send general correspondence through shared contact lists in Outlook.
Office & Supplies Management:
- Purchase office and community centre supplies primarily from Costco, Amazon, and Staples.
- Manage the Staples preferred account, processing payments via Visa.
- Oversee office petty cash, ensuring proper documentation and approvals.
- Reconcile Visa card statements and manage receipts collection.
- Process and submit monthly invoices for subscriptions such as Adobe and Charity Village.
Insurance & Licensing:
- Handle general insurance matters (building, liability, etc.) through L'Arche Ontario.
- Request third-party liability insurance certificates for events.
- Process vehicle insurance requests, including adding new drivers and handling licensing requirements.
- Renew vehicle license plates and accessible parking permits by submitting necessary documentation.
Facility & Vendor Coordination:
- Manage contracts and communication with service providers:
- Snow Removal – Review and process renewal contracts via email.
- Lawn Care - Review and ensure the completion of contracts.
- Cleaning Staff - Review monthly billings and ensure the cleaning of the Community Centre is completed on a weekly basis.
- Phone System - Ensure that the phone system is working properly in the homes and Community Centre and address any concerns from the assistants in the homes.
- Manage home subscriptions, such as Netflix accounts.
- Troubleshoot and coordinate internet/computer issues.
- Manage photocopier repairs and ink orders.
- Oversee alarm system support - change codes and administer codes to new personnel.
Other Administrative Duties:
- Maintain and track various organizational subscriptions.
- Manage and administer memberships for software for the office staff.
- Perform other duties as requested to support the organization's operations.
Qualifications & Skills:
- Strong organizational and multitasking skills.
- Proficiency in Microsoft Office (Outlook, Excel, Word) and online account management.
- Ability to handle financial reconciliations and petty cash processes.
- Excellent communication skills to liaise with vendors, staff, and external organizations.
- Experience in administrative roles or office management preferred.
This role requires a proactive individual who can effectively manage multiple administrative tasks while ensuring smooth operational support for the Community Centre.
How to Apply:
Please submit your resume, including a minimum of two references, along with a cover letter outlining your desire for and fit for the Office Administrator role by March 7, 2025.
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