Full Time Administrative Coordinator - Toronto, Canada - The Salvation Army

The Salvation Army

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Full time

Description

The Administrative Coordinator performs a multi-faceted, dynamic, and key administrative role, providing support to the Office Manager in fulfilling the mission of the Ontario Distribution.

Operationally, this will be achieved through the execution of day-to-day tasks.

KEY RESPONSIBILITIES:

Administration:

Coordinates delivery of all required administrative support services for the Ontario Distribution Centre.
Ensures the smooth operation of Ontario Distribution Centre business functions.
Plays a supporting role with the office manager, handling daily tasks related to business operations.
Performs daily tasks related to business operations.
Oversees reception activities for the Ontario Distribution Centre.
Answers phone calls and provides a welcoming atmosphere for visitors/volunteers entering ODC.
Schedule meetings, prepare correspondence, and generate reports and/or presentations as required.
Publishes and maintains a calendar of all administrative tasks and deliverables.
Ensures office supply and nonoperational warehouse supply inventory levels are maintained. Tracks supply and usage and ensures reorders are placed in a timely manner to outages.
Handles inbound and outbound mail.
Maintains filing systems for operational files.
Responsible for reporting any infractions or problems per policies and procedures.
Arranges administrative support for ODC Management on all business operations as required.

Human Resources:

Manages internal HR software and ensures it is regularly updated and maintained.
Utilizes timekeeping software (Bright HR) to facilitate accurate tracking and reporting.
Ensure accurate timekeeping through software tools (UltiPro).
Oversees the onboarding of new employees and volunteers from an administrative perspective; ensures employees receive, complete, and return required forms in a timely manner.
Provides site tours and introductions to visitors and new hires.
Involved in the preparation and coordination of job postings.
Deals with Labor Agencies regarding the supply of temporary staff as required.

Finance & Administration:

In coordination with the Office Manager

Counting and maintaining replenishment documents.
Keeping accurate records of petty cash transactions.
Generating reports for gift cards and donation receipts.
Handling invoice payments and related issues.
Preparing expense reports for Element Cards.
Reviewing credit card expenses and ensuring compliance with company policies.
Perform other duties as required.
Other duties as assigned by management.

WORKING CONDITIONS:

This is a fulltime regular position based on 40 hours per week. Overtime will be required during the Christmas season.
Normal work hours are Monday to Friday, 7:30 a.m. to 4:00 p.m., and includes a 1⁄2 hour unpaid meal break. Shifts may change during the Christmas season.
Responsible for working in compliance with the Ontario Occupational Health & Safety Act (OHSA) and regulations.
Travel between various work locations for meetings or training as required. May occasionally be required to deliver or pick up small items to and from local vendors, donors, and/or clients.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

Completed two (2) years of

College Diploma:
Office Administration.

A bachelor's degree is an advantage.

EXPERIENCE AND KNOWLEDGE:

Minimum of 3 years of prior related experience, including some supervisory experience, and proven track record of communicating clearly both orally and in writing.
Administrative/secretarial and general accounting experience, clerical, and customer service.
Valid Ontario Class "G" Driver's License and a current copy of a Driver's abstract for review and verification that is satisfactory to The Salvation Army, in its sole discretion, is required.

SKILLS AND CAPABILITIES:

Strong computer skills, including proficiency in Microsoft Office.
Lead by example, demonstrate a positive attitude, a strong work ethic, and a willingness to learn and be flexible in the face of change.
Participate as an active and responsible team member.
Represent the organization professionally and engagingly.
Strong oral and written communication skills.
Selfmotivated and disciplined.
Excellent interpersonal and customer service skills.
Maturity and ability to exercise good judgment.
Ability to develop and maintain a team environment.
Good organizational and time management skills.
Attention to detail, problemsolving, and analytical skills.
Strong sense of integrity and ability to maintain confidentiality with professional ethics and a balanced sense of fairness.
Participate in ongoing professional development and training of self and others.
Treat the property of The Salvation Army Ontario Distribution with due care and caution.
Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in