Office Coordinator

Reports to:       Director, Finance & Operations
 
Department:     Finance and Operations
 
Primary Function:
To provide front desk reception coverage, oversee building and equipment maintenance, provide IT support and provide administrative support for the Director, Finance & Operations. The successful applicant must be naturally proactive with the demonstrated ability to apply initiative in a professional environment.
 
Specific responsibilities:
 
Front desk

• Maintaining professional and friendly communications as the first point of contact for all external inquiries and correspondence
• Maintaining accurate records of staff whereabouts including in/out board and staff contact lists
• Liaising with office contractors, including IT service providers & building maintenance as required

• Ensure security measures are in place for the front door at all times
• Process outgoing office mail and courier packages
• Receive and distribute courier and fax correspondence
• Respond to callers in need of assistance and provide alternative suggestions for help i.e. various local agencies

 Accounting support

• Assist with accounting tasks, including data entry, spreadsheet creation and receipting
• Create and produce various reports for the accounting team
• Input data accurately into database in a consistent and accurate manner
• Compile data from databases for reports, analysis and comparisons
• Assist in preparing documents and materials related to accounting
• Cross train on  various accounting functions to cover during absences

 General administrative support

• Coordinating all operating systems including ensuring that telephones, computers, printers, photocopiers, recycling, etc are kept in good working order, including maintaining supplies for operating systems and arranging technical support when required
• Key contact for IT support
• Key support/trainer for photocopier, team board, laptops and postage meter
• Set up of new hire staff work stations, including computer, phone, supplies
• Coordinate building repairs and maintenance
• Coordinating office supplies including making orders and maintaining stationery and mail supply levels
• Coordinating staff amenities and provisions

• Administer time and attendance tracking
• Distributing and recording all petty cash transactions
• Act as liaison for staff to the cleaners and order supplies
• Report monthly departmental usage of copier and postage meter
• Secondary on sorting and distribution of mail
• All other duties as assigned

 Key Relationships:

• Director, Finance & Operations
• Members of the Finance Team
• Development staff

• Community stakeholders
• Donors

 Financial authority

• Regularly carries out basic financial tasks such as processing transactions, recording and entering data, handling significant amounts of cash, purchasing of departmental supplies or equivalent.

 Contacts

• Work regularly involves direct contact with the public, vendors/suppliers, and staff to provide or obtain information and service

 
Staff supervision

• The individual(s) in this position is not required to provide guidance to or supervise any other person

 Education and experience:

• Completion of a post-secondary diploma in related field
• More than one year of related experience in administration or general accounting
• Knowledge of the non-profit sector and social services would be an asset
• Excellent communication, interpersonal and organizational skills
• Professional demeanour, communicates effectively with all levels of the organization and the public
• Pro-active team player able to work collaboratively with all stakeholders
• Strong computer literacy in Microsoft Office products; proficiency in excel is an asset
• Demonstrates initiative, creativity and flexibility
• Thrive in a busy environment with multiple deadlines

Please forward applications by Tuesday, February 16, 2016 to:
 
Christine Gouthro
Executive Administration & Human Resources
United Way London & Middlesex
409 King St, London, ON  N6B 1S5
email: cgouthro@unitedwaylm.ca
 
Thank you for your interest in joining our team; however, only those being considered for interviews will be contacted.
 
United Way is an equal opportunity employer and welcomes applications from all interested individuals.

United Way London & Middlesex offers accommodation for applicants with disabilities in our recruitment processes. If you are contacted regarding a job opportunity, please advise if you require accommodation