Description:
The Office Administrator interacts and engages the public. This is a wide-reaching but flexible position that covers four main areas: administration, communications, light accounting, and space rental. This is a full–time position, 35 hours per week
Duties and Responsibilities: Administration
- Front line reception: answering phones, providing information and referrals, directing calls to appropriate staff, greeting people coming in the door, handling email inquiries
- General administrative support
- Assist and orient front office volunteers where necessary
- Program registration
- Assist with set-up of all House-wide events, staff workshops, and meetings as requested. This includes events and meetings outside of the regular works schedul
- Troubleshoot office technology – fax, copier, phone maintenance
- Other admin duties as requested by the Operations Manager and/or Executive Director
Communications and Marketing
- Create and disseminate program advertisements for events and programs
- Post and manage the community board
- Develop content for social media to promote current events, fundraisers, programs and services
- Build Kits House social medial presence by connecting with members, donors and supporters online
Accounting
- Accept fees and issue receipts for services and/or programs,
- Create client files in ACCPAC
- Handle daily reconciliation of cash/receipts
- Process accounts payable
Rental Support
- Flexibility to work shifts to accommodate evening and weekend rentals
- Process and review contracts with renters
- Set up Audio/Video equipment
- Showcase rental spaces to potential renters
- Sell the wedding packages and provide follow up services to clients.
Qualifications
- Minimum of 2 years office experience
- Excellent verbal and written skills with highly developed interpersonal skills; tact, diplomacy, and flexibility in working with a diverse population
- Intermediate level proficiency in Microsoft Office, especially Outlook, Word, Excel, Publisher and
Access; Proficiency in Adobe InDesign, Photoshop and ACCPAC are assets
- Experience in handling financial transactions
- Prior database management experience
- Ability to solve problems and react quickly to situations and inquiries
- Ability to create and maintain meaningful relationships with community members, and partnering agencies
- 2nd language and/or experience working in a multicultural environment an asset
- Creative flare an asset
- Ability to work occasional evenings and weekends, flexible to cover sick and vacation leaves
- Demonstrated initiative to manage multiple priorities with ease and have an increased attention to details.
- Basic understanding of sale principles and customer service practices.
- This position may be required to assist with set-up of tables, chairs and other room equipment. Requires lifting up to 25lbs