Office Manager - Vancouver, Canada - YWCA Metro Vancouver

YWCA Metro Vancouver

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Responsibilities:

Oversee facility operations of the ESC. This includes responding/resolving all maintenance, lease, telephone, janitorial, and alarm system issues that may arise
Create/Implement/Improve Front Office Systems, protocols, and customer services/best practices policies to ensure the requirements for the WorkBC Employment Services Centre and Satellites Offices meet/exceed the contractual obligations with the Ministry
Assist the ESC Manager and Quality Assurance team with regular quality assurance audits through ICM and hard file reviews
Work collaboratively with the Directors and ESC Senior/Operations Managers to ensure financial targets are being met. Create monthly reporting
Ensure invoices are coded, signed by the ESC Manager and sent to head office in a timely manner
Liaise with YWCA Purchasing Department and Accounts Payable; manage client financial supports for the centre
Responsible for Annual Inventory Control
Provide technical support and troubleshooting for staff and clients
Hiring, scheduling and supervision of office administration staff; conduct performance reviews of administration staff
Liaise with service providers; oversee registration & coordinate payments for clients
Approve VSF ICM orders and reconcile FSPS orders with Finance Department to ensure accurate and timely input in ICM
Assist ESC Manager with Health and Safety functions of the centre, including safety drills and reporting, Joint Health and Safety Committee
Orient new front desk staff to the WorkBC ESC workplace environment and YWCA policies. This includes creating PANs, Systems Access Forms, etc.
Review/investigate ICM issues casebycase in ICM and/or with the Case Manager, and Financial Analyst
Assist Case Managers in correcting ICM errors on the 'Monthly CAPA Review" list that is generated from the Ministry on a monthly basis
Train and support front office staff on the ICM database and centre systems, policies, and customer service delivery as it pertains to the Employment Program of BC and the YWCA
Provide backup for ESC Manager if/when required
Other duties as required

Required Skills:

Administrative and supervisory experience
Highly organized and comfortable with scheduling, time and file management
Ability to multitask effectively and meet the required deadlines
Experience in financial administration and some financial analysis would be an asset
Experience working in the Ministry's Integrated Case Management database would be an asset
Experience and knowledge working with federal and provincial programs and policies
Excellent communication skills working with a variety of people and different levels of government and the business community, both written and verbal
A demonstrated a positive attitude towards change
Minimum Education Level: Bachelor's degree or equivalent combination of education and work experience
Excellent technical and computer skills in Microsoft Office, SharePoint, and Zoom are required
Ability to work in the Tri-Cities
Comfortable working on the front line of a busy employment centre, working with a range of clients, including homeless clients, clients with mental health concerns, and clients with disabilities
Strong interpersonal skills are required to build effective relationships internally and externally
A valid clear criminal record check (including working with vulnerable populations) is required
Successful applicants are required to be fully vaccinated against COVID19; exemption requests must be supported by valid, legal documents