Administrative and Operations Coordinator
5 days ago
POSITION TITLE: Administrative and Operations Coordinator
TYPE OF POSITION: hours/week (part-time)
LOCATION: CONFIDENTIAL (downtown Montreal)
SALARY: $26 - $28/hr
APPLICATION: Please send a cover letter, your Curriculum Vitae and two letters of reference to:
Only those meeting the requirements will be contacted.
Indigenous Candidates are strongly encouraged to apply.
Duties and Responsibilities
Under the supervision of the Human Resource and Administrative Manager and the authority of the Executive Director, the Administrative and Operations Coordinator is responsible for the following tasks:
1. Operations & Facility Coordination
Oversee day-to-day operational needs of the shelter and administrative offices.
Coordinate building maintenance, repairs, and service contracts with suppliers and contractors; as well be present to monitor.
Track maintenance requests, ensure timely follow-up, and verify completion of work.
Monitor workplace safety and compliance with CNESST standards, including fire safety protocols.
Manage office and facility supply orders, ensuring cost efficiency and inventory control.
Support logistical aspects of NWSM's renovation project by communicating with the contractors and HR&Admin Manager as needed.
Keep staff informed of any construction activities or building disruptions.
2. Administrative & Executive Support
Provide administrative support to the management team, including scheduling, meeting minutes, correspondence, and filing.
Prepare and maintain administrative and operational documentation such as service agreements and purchase orders.
Assist with vendor selection and quotes.
Support procuring equipment, furniture, and supplies related to shelter or renovation needs.
3. Communication & Coordination
Serve as liaison between NWSM Management team, contractors, and staff for renovation updates.
Communicate building access changes, construction timelines, or disruptions to relevant teams.
Coordinate deliveries, moving schedules, and temporary relocations during construction.
4. Compliance, Safety & Documentation
Maintain records of inspections, permits, and safety documentation related to the facility.
Support the update of operational policies and procedures of the NWSM.
Additional tasks as required by the Admin team.
Qualifications:
Education & Experience
College diploma (DEC) or bachelor's degree in administration, operations management, or a related field.
Minimum of 2 - 3 years of experience in administration, operations, or facilities coordination (experience in non-profit or community settings is an asset).
Experience coordinating multiple contractors or renovation projects is a strong asset.
Experience supporting executives or managing cross-departmental logistics.
Must be a holder of a Quebec Drivers License.
Skills & Attributes
Bilingualism (English and French) required.
Excellent organizational and multitasking abilities.
Strong communication and interpersonal skills (written and verbal).
Proficiency with Google Workspace (G-Suite), Microsoft Office, and other related software.
High attention to detail and discretion when handling confidential information.
Ability to work independently and collaboratively in a fast-paced environment.
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