Admin Assistant

Job Posting - ADMIN ASSISTANT

At Human Concern International (HCI), we are committed to responding swiftly and effectively to crises, ensuring that communities receive the support they need when they need it most. For over 40 years, HCI has been at the forefront of emergency relief, delivering aid and hope to families in over 40 countries.

We are seeking a dedicated Admin Assistant to be responsible for ensuring the smooth operation and maintenance of the office environment. This role supports the administrative team by managing office supplies, overseeing maintenance activities, and ensuring a clean, safe, and organized workspace for all employees.

Reporting To: Sr HR Manager

Location: Ottawa - Hybrid

Terms: Part-Time hours per week

Deadline to Apply: On going until filled

Key Duties and Responsibilities

Inventory Management:

• Track and manage office supplies inventory, ensuring timely replenishment.
• Maintain records of supply usage and expenditures.
• Track and manage records of HCI Ottawa Storage utilization and list of items.

Office Maintenance / Property Management

• Coordinate with external vendors for repairs or maintenance services and oversee maintenance and repair activities, ensuring timely completion.
• Conduct regular property inspections to ensure compliance with safety standards and identify maintenance needs.
• Monitor internal and external office facilities to ensure cleanliness and safety.
• Liaise with contractors and vendors, obtaining quotes and ensuring quality service rendered.
• Support the rental management process, including preparing rental agreements, renewals, and amendments.
• Maintain accurate records of rental terms, rental payments, and tenant information.
• Issue, activate and deactivate building access code for Ottawa Head Office Employees and maintain their proper records.

Procurement Management

• Process purchase orders, track shipments, and ensure timely delivery of goods and services.
• Perform general office duties such as ordering supplies, creating and maintaining an inventory system for HCI operations, and other tasks as required

Support Services:

• Assist with the setup of meeting rooms and office events.
• Provide general support to office staff, including moving furniture, setting up workstations, and handling mail and deliveries.
• Respond to employee requests regarding office facilities and equipment.
• Maintain organized records of property-related documents, such as lease agreements, maintenance records, and tenant correspondence.

Travel Arrangements:

• Book transportation (flights, trains, rental cars) and secure accommodation in line with schedules, budgets, and policies.
• Prepare and share detailed itineraries with all relevant parties.
• Obtain quotes, compare costs, and manage travel expenses.
• Coordinate with vendors for bookings, changes, or cancellations.
• Provide support during travel, including resolving issues or emergencies.
• Ensure all arrangements comply with company travel policies.

Additional Responsibilities

• Undertake any other tasks as assigned.

Qualifications, Skills, and Experience

• Bachelor's degree in Business Administration
• Minimum 1 year of experience working in a similar admin role
• Strong organizational and multitasking skills with a high attention to detail.
• Excellent communication and interpersonal skills, with a proven ability to work with diverse stakeholders.
• Analytical and problem-solving skills with the ability to adapt to rapidly changing circumstances.
• Strong organizational and time-management skills, with attention to detail.
• Willingness to travel when required.

Our Offer

• Competitive Salary: Commensurate with experience and qualifications, along with potential annual incentives.
• Benefits Package: Medical,wellness programs, and more.
• Retirement Savings: Contributions to a Registered Retirement Savings Plan.
• Paid Time Off: Sick days, vacation days, and family days for work-life balance.
• Professional Development: Access to training, leadership programs, and career growth opportunities.

Some travel, as well as evening and weekend work, may be required.

We appreciate all applications; however, only candidates selected for an interview will be contacted.