Office Coordinator

Overview

Are you are the all star that keeps the office running by looking after the printer, decorating the office for holidays, making sure donors receive thank you cards, booking appointments and meeting rooms, and being ‘in the know’? Do this all with an organization that helps people living with disabilities improve their lives.

Qualifications:

– Diploma or certification in office administration, or a related field.

– Experience in reception or office administration; proficient use of software and web-based platforms such as Microsoft Office and the Google Suite.

– Experience with CanadaHelps Donor Management System, and/or Kadence would be an asset.

– Up-to-date and clear criminal record check.

Responsibilities:

– Provide responsive, client-and guest-centered service to all who contact or come into the Buchanan Centre.

– Ensure the reception, kitchen, library, and waiting areas for BCC are well-maintained and organized; complete daily office opening and closing procedures.

– Ensure incoming telephone calls, mail and faxes are handled in a timely, professional, and friendly manner. Complete daily appointment reminder calls, and respond to emails via GSuite.

– Manage central booking system (booking, cancelling, rescheduling client appointments), using Google calendars and Kadence for in-office meetings.

– Accurately enter donor information and donations into Canada Helps DMS and Quickbooks Online.

– Enter accurate, relevant information from client interactions and appointment bookings into a case management system.

– Process membership forms, payments, and renewals as needed.

– Provide general administrative support: preparing meeting rooms, preparing weekly meeting agendas, and recording/distributing meeting minutes.

– Manage and maintain organizational systems for areas such as office supplies and equipment, parking management, mail, and other administrative areas; manage inventory of office/kitchen supplies and order supplies as needed.

– Assist the Volunteer Coordinator with oversight of front desk volunteers.

Context:

– Work environment: office-based position, Monday to Friday, 8:30am – 4:30pm with a 1 hour lunch break from 12:00-1:00 PM.

– Once per quarter, attend evening board meetings and take meeting minutes.

– Conduct all day to day activities in accordance with BCC’s Mission, Vision and Values, Code of Conduct, and Personnel Policies and Procedures.

– Adhere to high standards of ethical practice and confidentiality.

– Attention to detail; strong communication skills; able to troubleshoot technology issues.

– Participate as a professional, positive and supportive team member.

– Any other duties as required.

 

Please submit a resume with a cover letter to hr[at]braincarecentre.com