Office Administrator

**Who we are**:
**Pulford Community Living Services** is a not-for-profit organization that provides community-based residential supports to person with intellectual disabilities. At Pulford, we foster an environment that encourages personal growth and independence, empowering each individual to live a full life. Guided by our core values of Dignity, Safety, Respect, and Integrity, we are committed to creating an equal and inclusive world where everyone has the opportunity to thrive. Join us in our mission to bring communities together, promoting, and empowering individuals to lead fulfilling lives.

**Position Summary**:
**What you will do**:
**Reception**
- Represents the organization in a professional manner, creating a welcoming environment of hospitality and modeling Pulford Community Living Services’ values in all interactions
- Greets and directs people upon arrival
- Answers, screens and routes incoming phone calls
- Provides information based on knowledge of services
- Maintains an organized and efficient reception area
- Responds to general issues/questions from management, employees, people served, families, Board Members, business partners and general public
- Manages and organizes deliveries and pickups from the office
- Communicates necessary information to others and takes messages as requested by staff in their absence
- Operates and balances office petty cash fund
- Communicates clearly and effectively both verbally and in writing and maintains confidentiality

**Administrative Support**:

- Provides administrative support to Directors as required
- Provides administrative services in a pleasant and professional manner
- Opens incoming mail (excluding Board of Directors and personalized addresses) and distributes to relevant persons
- Processes outgoing mail and arranges for couriers
- Document processing of various correspondence from a number of sources as required ensuring accuracy in formatting, layout, proofreading and editing
- Assists in organizing and preparing for events
- Assists the Executive Director with preparation for Board and other meetings
- Assists management employees with filing and internal record keeping systems
- Makes bank deposits for all cash and cheques received (includes preparation of a report detailing each item)
- Prepares reconciliation of credit card charges for items purchased on company credit card (providing details of expense for accounting purposes)
- Assists with office management duties as required

**Office Management**
- Tracks and reports on office supply inventory on a regular basis
- Completes all orders for office supplies as necessary and requested
- Communicates and connects with the office landlord
- Liaises with facility management vendors, including cleaning, catering, and security services
- Photocopies and faxes as required as well as keeping both machines in working order
- Coordinates and organizes office layouts, moves and equipment
- Completes all phone set up and configuration and is the point of contact for all inquiries and vendor communication
- Coordinates, schedules and is the point of contact for all boardroom and room rentals
- Maintaining the overall condition of the office and arranging necessary maintenance repairs
- Ensures the office is running smoothly overall. Helps improve the company procedures and day-to-day operations
- Is the go-to person for all office support and inquiries

**What you will bring**:

- Post secondary education in an office administration program is ideal
- 2+ years of experience in a similar role
- Demonstrated experience with Microsoft Office products
- Must be reliable with a good work ethic
- Strong command of English language and communication skills both verbal and written
- Demonstrated strong interpersonal skills: Must be friendly and approachable to assist all staff as required and be the ‘face of the organization’ to greet visitors to the office
- Ability to work independently and as a team
- Must be physically able to lift up to 40 lbs.
- Aptitude for learning new tasks, software programs, and taking on new challenges
- Proficiency in the use of the following office equipment:

- Telephone and voice messaging systems
- Fax machine
- Photo copier
- Postage meter

**Interested?**
- We thank all applicants for showing interest in joining Pulford; however, only those selected for an interview will be contacted._