Operations Lead - Grimsby, Canada - Bible League Canada

Bible League Canada

Verified Company

Grimsby, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

TIME COMMITMENT:
Full Time, 37.5 hours weekly

DURATION:
Permanent

LOCATION:
Office located in Grimsby, Ontario; Hybrid

Overview of the Organization:

For over 50 years, Bible League Canada has been committed to doing missions differently.

How? By strategically building extraordinary international partnerships with national ministries in over 40 countries, equipping local believers through Bible-centric discipleship programs to become champions for the Gospel, committed to reaching their own communities with the Living Word of God.

Reporting to the Director of Finance & Administration, and providing support and direction to the Facilities Coordinator, the
Operations Lead contributes to the team responsible for the management of all the financial and facility operations of Bible League Canada.

Specific Responsibilities include:

OPERATIONAL SUPPORT

Oversight of Facilities Coordinator

Conducts weekly 2:1 scheduled meetings and informal discussions with Facilities Coordinator and Director of Finance & Administration to ensure they are moving in the direction of both the team and its members' goals
Together with the Facilities Coordinator, triage and direct incoming & outbound mail and shipments, couriers
Reviews and approves Coordinator's expenses
Provides direction, oversight and follow up on Coordinator's tasks
Sets specific, measurable, achievable, relevant and time bound maintenance objectives
Approve and track attendance
Provide oversight and direction to Facilities Coordinator for supplier contracts and building service providers
Provides daily direction and support to the Facilities Coordinator in maintaining the facility, and backfill during absences
Provides back up support as needed to the Facilities Coordinator for meeting room set up
Assist Coordinator with minor building repairs

Capital Projects & Repairs
Support the Director of Finance & Administration with planning, logistics and tasks related to office space and property improvements, which could include:

Team and meeting space improvements
Office space renovations
Repairs and upgrades to property, building and landscaping
Appliance & fixtures upgrades

Facility/Property Special Events Rentals

Develop a rental and usage policy for external stakeholders and interested parties for booking events and meetings
Receive and manage requests for outside interest room bookings/rentals and liaises with external and internal contacts on reservations and logistics

Security

Administers online security access software and keycard maintenance
Liaises with alarm monitoring company and assigned staff
Develop a 3rdparty alarm response protocol
Together with Facilities Coordinator, contribute to the provision of a safe workspace for staff through responses to Joint Health & Safety Committee issues

General Office Communications & Supplies Management

Maintain and fulfill office supply orders and furnishings/equipment orders

FINANCIAL SUPPORT

Audit Committee

Assists with logistics related to scheduling, minutes and action items
Supports Audit Committee members as needed (correspondence, technology, travel arrangements)
Supports and facilitates the external auditors' onsite visits

Budget Management

Together with all members of the Finance & Administration team, assist the Director of F&A with Strategic Planning (preparation, meetings, goal setting, draft budget requests)
With input from members of Finance & Administration team members, work in tandem with the Manager of Finance to assemble information for the draft annual team budget

Risk Management

Supports the Director of Finance & Administration and Manager of Finance in the life cycle maintenance of the risk register
Corresponds with insurance agency with regard to renewals, claims and changes in coverage
Liaises with insurance agency and employees to manage transportation protocols, rental agency support, accident claims and appropriate individual liability coverage for workrelated travel

File Maintenance

Maintains supporting files and records for Finance & Administration team
Maintains filing of Joint Ministry Agreements paperwork and hard copies/signatures and partner agencies' annual reporting
Maintain supplier contracts
Maintain archives, provide oversight for file retention and destruction

Education and professional accreditation:

College certificate in operations, business or accounting

Experience

13 years of experience and proven abilities in managing people and projects
Previous experience in operations and financerelated fields is a strong preference
Demonstrated project management and problemsolving skills; data analysis experience an asset
Familiarity with, or previous training in WHMIS and health & safety

Technical Skills: