Bilingual Office Coordinator

Job Summary

The Office Coordinator plays a crucial role in supporting Crossroads for Women (CFW) in its mission to help women and children transition from crisis to empowerment through safe housing, education, and one-on-one support. This is a full-time, bilingual position performed in an office environment at the transition house. Reporting to the Executive Director, the Office Coordinator ensures that the Transition House team, particularly executive staff and the accountant, are well-supported and the organization is well-protected. This role contributes to fostering a culture where everyone feels safe, valued, and respected.

Responsibilities

• Provide administrative support for all organizational operations.
• Act as back-up for payroll and support the accountant in day-to-day tasks, follow financial controls and procedures.
• Prepare, key in, edit, and proofread correspondence, invoices, presentations, brochures, publications, reports, and related material.
• Pick up, open and distribute incoming regular and electronic mail, and coordinate the flow of information internally and externally.
• Prepare bank deposits and perform other accounting support tasks.
• Support HR functions, including maintaining employee files, assisting with onboarding, collecting CVs, and recording payroll-related information.
• Answer telephone and electronic inquiries, relay telephone calls and messages.
• Greet visitors, ascertain the nature of business, and direct visitors; keep records of visitors and log contractors.
• Manage social media accounts, including creating graphics in Canva, writing captions in English and French, posting on Meta, and monitoring comments and messages.
• Order office supplies and maintain inventory.
• Set up and maintain manual and computerized information filing systems and client/stakeholder databases.
• Assist with fundraising activities such as tracking stewardship, researching grant opportunities, preparing proposals, mailing tax receipts, recordkeeping, accepting physical donations, and event planning.
• Prepare agendas and minutes for staff meetings and participate in training sessions and special events.
• Compile data, statistics, and other information to support business activities.
• All other duties related to the organization and its mission, programs, and services.

Qualifications

• Education: Grade 12 diploma required; post-secondary in accounting, administration or similar training preferred.
• Experience: 2+ years of related experience.
• Technical Proficiency: Highly proficient in Google Suite and other web-based data management software. Experience with Sage is an asset.
• Communication: Fluent in English and French.
• Confidentiality: Ability to maintain standards of privacy, adhere to ethical standards, and maintain professional boundaries.
• Organization: Highly organized with the ability to manage multiple demands concurrently under tight timelines.
• Cultural Sensitivity: Must be respectful of cultural differences, socio-economic status, and lifestyle diversity.
• Compassion and Learning: Ability to work with compassion, learn about social justice issues, and incorporate feminist, anti-racism, and anti-oppression frameworks.
• Stress Management: Ability to deal with work-related stress in a healthy manner.
• Non-Profit Familiarity: Familiarity with non-profit social services or related work environments.
• Trauma-Informed Approach: Willingness to gain experience and training in providing services from a trauma-informed perspective, including violence against women services and interventions, child abuse, and understanding the issues and barriers faced by abused women and their children during the re-establishment process.
• Physical Requirements: The role requires active listening, regular screen and document reading, lifting up to 40 pounds, long hours of sitting, using office equipment, and maintaining office equipment.
• Special Requirements/Training:
• Satisfactory vulnerable sector and criminal record check upon hire; renewable every 3 years as a condition of employment.
• Must complete and maintain CPR and First Aid Training (at employer's expense).
• Must have access to a vehicle for occasional local use.
• Must be able to work on-site.
• Legally able to work in Canada

Job Type: Full-time

Pay: $23.00 per hour

Expected hours: 37.5 per week

Benefits:

• Company events
• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Mileage reimbursement
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Experience:

• Administrative: 2 years (preferred)

Language:

• English (required)
• French (required)

Work Location: In person