Administrative Coordinator

**Introduction**

Destination Moncton Dieppe is an independent, industry-driven destination marketing body for southeastern New Brunswick. Funded by a levy on hotel rooms sales collected by the Cities of Moncton and Dieppe, this third-party destination marketing organization is the promotional arm driving tourism to our cities on the regional, national and international stages to increase visitation and enhance the economic impact for the industry.

**Position Description**

This position is responsible for managing all administrative tasks and for supporting the team in achieving organizational goals. They are responsible for coordinating and delivering on the day-to-day administrative activities of Destination Moncton-Dieppe and associated organizations. These include financial administration, timekeeping, coordinating and scheduling meetings/appointments, building agendas and taking minutes, upkeep and tracking of CRM and website content, and more. This position will provide quality customer service and will often function as the first point of contact with partners, industry, and visitors.

**Key Accountabilities**
- Administrative Management: Provides administrative support to Destination Moncton-Dieppe Team and Board, and associated organizations as required
- Financial Administration and Record-Keeping: Process and track invoices, payments, and expenses to ensure timely and accurate financial transactions
- Accounts Payable and Receivable: Manage vendor payments, verify invoices, and issue payments in alignment with organizational policies
- Payroll and Timekeeping: Maintain staff time records, provides payroll data to bookkeeper, and ensure compliance with reporting deadlines
- Budget Support: Assist in tracking departmental budgets and financial reports to support decision-making
- Reconciliation and Reporting: Reconcile credit card statements, expense reports, and all transactions, ensuring proper documentation and adherence to financial controls
- Represents the organization at various meetings and functions as required
- Ensures accurate and up-to-date event listings on the DMD website
- Maintains up to date contacts and leads through CRM System
- Manages multiple projects with shifting priorities
- Other duties as assigned

**Knowledge/Technical**
- Possesses knowledge and skills in computer software programs relevant to the position such as; Microsoft Office365, Client Relationship Management software, Intuit QuickBooks, project management and web-based programs
- Highly effective project management, prioritization, multi-tasking and time management skills to meet deadlines
- General knowledge of the visitor economy and tourism trends in Moncton, Dieppe, the Southeast region and beyond

**Background**
- Must demonstrate excellent customer service skills
- Possess a high level of discretion and tact
- Minimum Three (3) years relevant and related work experience
- Bilingualism in English and French is required

**Personal Attributes**
- Efficient and organized, able to work efficiently and juggle various tasks
- Energetic, self-motivated, and results-oriented
- Proven interpersonal and communication skills; both verbal and written
- Team player, with a ‘can do’ attitude
- Positive attitude and willingness to work collaboratively
- Takes initiative and is willing to make suggestions, share opinions, and keep things moving
- Approachable and open

**Working Conditions**
- Minimal overtime as required
- Occasional business travel and event hosting may be required
- Evening and weekend work hours when required by project schedules/deadlines

**Reports to**:

- Chief Executive Officer
- This position has no supervisory responsibility, although may provide guidance to volunteers or students from time-to-time._