Employment Ontario

Position: Office Coordinator

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Job Description

Duties for this position are not limited to but may include the following:
• Provide administrative support such as answering and responding to all incoming/outgoing calls and emails in a professional and knowledgeable manner
• Support Board of Directors and Board committees with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
• Perform basic bookkeeping activities such as invoicing, deposits, reconciliations and petty cash; maintain the accounting system according to direction of Treasurer
• Monitor office supplies, marketing materials and event inventories and place orders as directed by the Board; assist in vendor relationship management
• Research, extract and provide data to prepare documents for review and presentation by Board of Directors, committees, and the executive re: grants, education, helmet campaign, etc.
• Keep documents current in Dropbox; provide required documentation at request of board members
• Be the first point of contact for new and existing members
• Send out chimp mail and follow up by calling caregivers and survivors on events and meetings
• Increase membership and referrals through new and existing contacts
• Participate in monthly BIASD board meetings; prepare and provide office report to keep board apprised of the day-to-day operations and obtain direction of action items
• Assist in the organization and coordination of fundraising events, presentations and monthly support group meetings
• Maintain files and records for transparency and accessibility of the Board
• Maintain the BIASD calendar – ensure board of directors, committee members and membership are apprised of upcoming events, meetings and important dates.
• Networking the association at various events and meetings as approved by the Board of Directors
• Responsible for gathering statistical information and data collection
• Identify grant opportunities and maintain grant “tickler” system for future opportunities
• Other duties as assigned

Job Benefits / Requirements

Ideal candidate should possess the following qualifications:
Education
• Business Administration Diploma from a recognized Canadian institution with accreditation or an equivalent combination of education and experience is required.
• Experience working with the ABI population would be considered an asset
Knowledge, Skills and Abilities
Ideal candidate should possess the following attributes:
• Minimum of 3 years direct and proven experience as an office coordinator (or similar role)
• Personable, articulate and committed to professional excellence; business oriented and able to understand and execute board policy
• Excellent reputation with consumers as a competent and helpful professional; committed to providing high quality direct service to clientele
• Able to maintain rapport with a diverse board of directors
• Competent to organize a daily workload by priorities; strength in planning and implementing a smooth work flow
• Dedicated to doing the job accurately and efficiently; committed to high quality production
• Self-motivated and confident in making independent decisions; quick learner who is able to identify changing work load requirements and follow through to the last detail with maximum efficiency
• Knowledge of basic bookkeeping principles and office management systems and procedures
• Exceptional working knowledge of MS Office (Word, Excel, PowerPoint, Outlook), social media and internet research, and accounting software (QuickBooks)
• Working knowledge of office equipment
• Experience working in establishments where confidentiality, trustworthiness and the ability to be bonded are essential
Languages
• Must be proficient in English (verbally, written and comprehension)
• French and/or Indigenous language skills would be considered an asset

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