Office Administration Coordinator

Job title: Office Administration Coordinator

Job description: The Office Administration Coordinator (OAC) provides bookkeeping support to the Financial Officer (FO), as well as general office administration duties. They must have a solid understanding of full cycle accounting.

Additionally, the OAC will provide administrative support to the CEO, including Board-related and human resource matters, and to the Director of Operations (DO) for general office administration support.

RESPONSIBILITIES

a. Accounting Support

Under direction of the FO, responsibilities include but are not limited to the following:

Bookkeeping:

• Record all financial transactions and ensure all expenses & revenues are within assigned project budgets using the Quick books accounting system
• Maintain an organized system for all accounting-related documents & file weekly
• Assist in documentation of all accounting procedures, processes and related passwords
• Monitor and reconcile petty cash
• Reconcile & match all credit card receipts with statements semi-monthly, 15th & 31st
• Additional accounting support for FO, as required

Reporting:

• Maintain outlook calendar/Asana with all accounting, payroll and reporting deadlines & ensure staff/contractors are advised of their deadlines for supplying you with related information
• Update inventory list on quarterly basis. Coordinate with FO for additions & disposal of capital assets

b. CEO Support

Responsibilities include but are not limited to the following:

• Make travel & hotel bookings for CEO & enter into her calendar
• Assist CEO with planning & implementation of AGM & Board Meetings
• Post AGM prepare information for Lawyers re: Society annual filing, AGM minutes & Board member list
• Book ZOOM meetings and invite participants
• Assist CEO with planning & implementation of staff events/activities

c. Office Administration Support

Under the direction of the FO & DO, responsibilities include, but are not limited to, the following:

Human Resources:

• Vacation tracking – Ensure process is complete; required approvals received, printed copy added to personnel fill and vacation info is entered in to the Outlook Staff Availability calendar
• Prepare and distribute new employee orientation package; create new personnel files and relevant documents for new hire
• Coordinate and make travel & hotel bookings for staff and add information to calendars

General office:

• Greet Kelowna office walk-ins
• Maintain reception area & internal resource library
• Distribute incoming mail and prepare packages for shipping
• Coordinate booking of the boardroom and ensure the room is prepared for meetings and cleaned afterward

Company:

Expected salary:

Location: Kelowna, BC

Job date: Fri, 21 May 2021 02:09:57 GMT