Office Manager, WorkBC Tri-Cities

The successful candidate will be responsible for the day-to-day facility operations of the Port Coquitlam WorkBC Employment Services Centre.  What you’ll be doing  Oversee facility operations of the ESC. This includes responding/resolving all maintenance, lease, telephone, janitorial, and alarm system issues that may arise  Create/Implement/Improve Front Office Systems, protocols, and customer services/best practices policies to ensure the requirements for the WorkBC Employment Services Centre and Satellites Offices meet/exceed the contractual obligations with the Ministry  Assist the ESC Manager and Quality Assurance team with regular quality assurance audits through ICM and hard file reviews  Work collaboratively with the Directors and ESC Senior/Operations Managers to ensure financial targets are met. Create monthly reporting  Ensure invoices are coded, signed by the ESC Manager and sent to head office in a timely manner  Liaise with YWCA Purchasing Department and Accounts Payable; manage client financial supports for the centre  Responsible for Annual Inventory Control  Provide technical support and troubleshooting for staff and clients Hiring, scheduling and supervision of office administration staff; conduct performance reviews of administration staff  Liaise with service providers; oversee registration & coordinate payments for clients Approve VSF ICM orders and reconcile FSPS orders with Finance Department to ensure accurate and timely input in ICM  Assist ESC Manager with Health and Safety functions of the centre, including safety drills and reporting, Joint Health and Safety Committee Orient new front desk staff to the WorkBC ESC workplace environment and YWCA policies. This includes creating PANs, Systems Access Forms, etc.  Review/investigate ICM issues case-by-case in ICM and/or with the Case Manager, and Financial Analyst  Assist Case Managers in correcting ICM errors on the ‘Monthly CAPA Review” list that is generated from the Ministry monthly  Train and support front office staff on the ICM database and centre systems, policies, and customer service delivery as it pertains to the Employment Program of BC and the YWCA  Provide backup for ESC Manager if/when required  Other duties as required  What you’ll need:  Administrative and supervisory experience  Highly organized and comfortable with scheduling, time and file management  Ability to multitask effectively and meet the required deadlines Experience in financial administration and some financial analysis would be an asset  Experience working in the Ministry’s Integrated Case Management database would be an asset  Experience and knowledge working with federal and provincial programs and policies  Excellent communication skills working with a variety of people and different levels of government and the business community, both written and verbal  A demonstrated a positive attitude towards change  Minimum Education Level: Bachelor’s degree or equivalent combination of education and work experience  Excellent technical and computer skills in Microsoft Office, SharePoint, and Zoom are required  Ability to work in the Tri-Cities  Comfortable working on the front line of a busy employment centre, working with a range of clients, including homeless clients, clients with mental health concerns, and clients with disabilities  Strong interpersonal skills are required to build effective relationships internally and externally  A valid clear criminal record check (including working with vulnerable populations) is required What we offer:  We offer our eligible employees the following benefits as part of their total compensation package:  Extended medical and dental benefits A defined benefit pension plan  Flexible working arrangements for applicable positions  Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members  free membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres  A workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion.  Pay Rate: $35.02 per hour