Office Administrator

THE ORGANIZATION

Through shelter, we empower. People all over the world partner with Habitat for Humanity to build safe, stable, and affordable housing for people in need. This posting is for the role of Office Administrator with Habitat for Humanity Ontario Gateway North (HFHOGN).

Read more about our organization at the bottom of this job posting.

POSITION – GENERAL SUMMARY

Working closely with the Senior Manager, Operations, the Office Administrator is responsible for carrying out a variety of administrative and financial duties. Role duties center on the efficient and effective functioning of the Affiliate Office as well as the financial health of the organization. The scope of work supports the breadth of business activity, including the separate functional areas of HFHOGN – ReStores, Generation Homes, Resource Development, Program Services (Construction and Family Services), and Administration/Support Services. The Office Administrator is productive, service-oriented, proficient at day-to-day processing, and focused on accurate tracking and reporting while also able to provide analytical input and constructive advice in problem solving and planning processes. The Office Administrator works with all HFHOGN team members, and therefore plays a key role in the realization of our mission. This position provides an opportunity to draw on a broad skill base, including those related to bookkeeping, office management including software and databases, customer service, and task prioritization.

ROLE RESPONSIBILITIES

Administration:

• Maintain shared folders across employee groups and ensure all files and documents remain current and accessible.
• Proactively manage organizational administrative functions, including but not limited to: Mail and shipments; Digital and hard-copy files; Supply orders; Other operational item orders; Multiple organizational email accounts;
• Organize, distribute, track, and maintain technological asset inventory and distribution.
• Make recommendations and support the Senior Manager, Operations to proactively improve secure data management, software applications, and procedures.
• Schedule and coordinate meetings with internal staff and/or stakeholders, as required.
• Liaise between staff and contracted IT support, as necessary, to support smooth business operations.
• Support the Senior Manager, Operations with documenting operational processes in a clear and precise manner, as required.
• Provide administrative support to other managers and senior leadership as required and under the direction of the Senior Manager, Operations.

Financial Management:

• Adhere to existing Finance policy and procedure.
• Make recommendations and support the Senior Manager, Operations with initiatives that are designed to increase organizational efficiencies.
• Receive and file all relevant financial documents (e.g. invoices, statements, communications).
• Enter day-to-day financial data into financial software
  Enter donor information and charitable tax receipt / business receipt details into donor database software.

Stakeholder Management:

• Act as a point of contact regarding organizational and financial matters for internal and external stakeholders as appropriate and assigned by the Senior Manager, Operations.
• Maintain smooth, cooperative working relationships and communications among peers, leadership, and other partners (e.g. consultants).
• Provide positive, professional interactions with internal and external stakeholders at all times (in person, in writing, over the phone).
• Provide timely communication and support to volunteers, donors, and other external stakeholders (e.g. collecting and recording donations, tax receipt inquiries, charitable gift-in-kind processes).
• Supports the ongoing administration of family partnerships, as directed by the Senior Manager, Operations

Reporting & Record Management:

• Maintain and update administrative materials, including but not limited to the company directory, operating manuals, and policy documents, with support of senior managers.
• Maintain a financial record-keeping system in collaboration with the Senior Manager, Operations and Director of Finance that ensures all financial documents are easily accessed by any relevant internal stakeholders.
• Ensure timely and accurate data entry to support the organization with statements and reporting to key stakeholders.

General:

• Provide support to the Senior Manager, Operations and other team members by undertaking other duties as assigned.
• Act at all times as an ambassador for HFHOGN, in advancement of the mission and in accordance with organizational policies and values.

QUALIFICATIONS

• Relevant education and/or experience in bookkeeping or business administration
• Excellent oral and written communications skills
• Demonstrated professionalism in communication, appearance, and conduct
• High degree of integrity and business ethics
• Adaptability to changing priorities
• Effectiveness in addressing customer queries and complaints
• Proficiency in Quickbooks, G-Suite, and Microsoft Office suite is required
• Proven ability to work both independently and collaboratively
• Demonstrated judgment and decision-making skills
• Clear vulnerable sector background check
• Ability to work flexible hours (some weekend and/or evening hours are required).

Don’t meet every single requirement? Women and people of colour are less likely to apply to jobs unless they meet every single qualification. We are dedicated to building a diverse, inclusive and authentic workplace. So, if you’re excited about this role, but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

WORK CONDITIONS

Work is primarily performed in an office environment and at home. Communication and meeting deliverables are key. The nature of work is often fast paced with frequent short-term deadlines. Critical or unusual situations occur regularly. A small team environment requires a willingness to help with tasks not always or directly related to this job description. A high level of adaptability is required. Travel to various ReStore locations may be required. Regular travel to various local locations is required.

APPLICATIONS

Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance. We will arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

We thank all applicants for applying however, only those selected for an interview will be contacted (no phone calls please). We are a committed to Equal Opportunity Employment.

*Please note that we will be reviewing and evaluating applications on an ongoing basis and we therefore encourage early submissions.*

 

THE ORGANIZATION (continued from above)

Through shelter, we empower. People all over the world partner with Habitat for Humanity to build safe, stable, and affordable housing for people in need. Habitat also facilitates critical repairs to improve the shelter conditions of millions. With our help, Habitat for Humanity homeowners and residents achieve the strength, stability, and self-reliance they need to build a better life for themselves and their families.

Since its founding in 1976, Habitat for Humanity has built or renovated millions of homes in 100 countries around the globe, including more than 4,000 in Canada. Habitat for Humanity Ontario Gateway North (HFHOGN) has already partnered with nearly 60 hard-working families, including 126 children, supporting their access to safe, suitable, and affordable housing. Every day, we work toward partnering with many more. We are a forward-thinking affiliate, continually researching and developing updated operating models and business practices to improve our organization’s sustainability, growth potential, and service impact levels.

Proudly owned and operated by HFHOGN, Habitat for Humanity ReStores are home and building supply stores that accept and resell quality new and used building materials, as well as furniture, appliances, and home accessories to the public. They play an integral part in Habitat’s work by creating financial support for our operations while also providing affordable home building and home décor items to people in our local communities and diverting everything donated and sold from the landfill.

How to apply:

Send resume and cover letter via email to hr@habitatgatewaynorth.com with "Office Administrator" in the subject.