Office Coordinator

About the Role:

Stonehenge Community Services provide a variety of short and long-term interventions to high-acuity individuals in the community, including case management, crisis stabilization, counselling, and supports to housing.

The Office Coordinator will represent the organization as the first point of contact for our tenants, vendors, guests and staff, whether in-person, by phone, or by email. Our Agency works with individuals who are dealing with significant substance use and mental health concerns, so the successful candidate will be expected to act with tact and professionalism and strive to create a welcoming experience overall.

This role will successfully manage our complex office environment to complete all coordination functions relating to the Permanent Supportive Housing Program, the Community Services Office, and Crisis Stabilization Program including providing reception, fax handling, mail handling, visitor interaction, deliveries, physical inventory, clinical supplies, and vendors. Other tasks include supporting special projects as part of Administrative support activities.

Role Type: Permanent, Full Time

Number of Vacancies: 1

Hours of Work: Days (Monday-Friday)

Why Work for Stonehenge?

• Enhanced vacation offered to all staff
• Paid wellness days
• RRSP Matching Plan
• Health and dental benefits (no employee co-pay)
• Employee and Family Assistance Plan available to all staff
• Personal and professional development opportunities

Qualifications:

• Completion of a College Diploma or University Degree relating to Office Administration
• Minimum of six months related experience in a healthcare or social services setting required
• Access to reliable transportation
• Knowledge of community resources
• Lived experience related to addictions and/or mental health an asset
• CSC Clearance conducted by PWGS Canada
• Standard First Aid/CPR, Level C

Role Overview:

Client Administration:

• Provide information to tenants regarding programs and services
• Schedule intake assessments with Clinical Supervisors
• Create, maintain, and archive tenants files and medical records
• Perform appropriate intake tasks, including but not limited to tenants information validation, maintaining the Tenant List, facilitating collateral information, facilitating incoming applications
• Facilitate external file requests (i.e. lawyers, insurance agencies, health professionals) and initiate invoicing with Finance Manager
• Manage process for guests
  Manage tenant-related electronic files as required

Reception/Clerical:

• Act as the main receptionist for the Permanent Supportive Housing site including phone, email, mail, and fax
• Respond to tenant requests for assistance and crisis situations
• Update, print, file, and distribute agency documents as required (contact lists, meeting minutes, etc.)
• Effectively use office equipment including multi-line phone system, copier/scanner/fax, postage machine, etc.
• Perform hospitality functions for meetings, assessment and intake
  Create employee badges as needed

Logistics:

• Create, update, and maintain agency templates, documents, and mail-outs
• Coordination and logistics of agency trainings and events; liaise with vendors as required
• Provide logistical, operational, and administrative support to the Facilities & IT Manager as required
• Effectively use the agency's inventory software to:
• Maintain the agency's inventory of office and hospitality supplies, ensuring an appropriate level of inventory is always available
• Provide support to other staff in maintaining inventory of clinical engagement supplies and operational supplies for distribution across multiple sites
• Ensure proper opening and closing tasks for the office
• Assist in the scheduling and utilization of the Administration meeting rooms
• Coordinate with the Food Bank to ensure the food pantry is kept stocked
• Purchasing and bulk buying as required
• Required duties and documentation of the Joint Health & Safety Committee to ensure agency compliance of the Occupational Health & Safety Act
• Other tasks as required to support site

Applications will be accepted until December 12, 2025 at 4pm.

We look forward to meeting you

Stonehenge Therapeutic Community accommodates the needs of applicants throughout the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and Human Rights legislation. Should you require it, accommodation can be made at any point, upon request.

Stonehenge Therapeutic Community recognizes that diversity strengthens our community. We are committed to promoting diversity, equity, and inclusion in our workforce. We believe in equitable opportunities for all and encourage cultural diversity as part of the recruitment and selection processes. We welcome applications from qualified individuals from diverse backgrounds, experiences, abilities, and perspectives to enrich our collective growth and learning.