Administrator

Martha's Table Community Program; Kingston; On-site; CAD 42,000 - 66,000; Full time

Job summary

Martha's Table Community Program is seeking an Administrator to oversee daily office operations and financial transactions, including payroll and bill payments. The role requires strong organizational skills and the ability to learn databases used to manage donors and volunteers, with responsibility for equipment upkeep and accurate records.

The Administrator will liaise with the accountant, support year-end audits, and ensure timely processing of receipts, invoices, and donor acknowledgments

Qualifications

• Strong organizational skills and ability to learn databases used to manage donors and volunteers.
• Experience with payroll and bill payments processing.
• Knowledge of equipment maintenance (computers, printers, phone systems).
• Ability to maintain accurate records and support year-end processes with the accountant.

Responsibilities

• Oversee daily office operations and ensure operational efficiency.
• Manage office records and databases containing personnel, financial, and employee details including benefits.
• Process donations and prepare official tax receipts.
• Create invoices and manage receipts; prepare spreadsheets and related reports.

Skills

Administrative skills

Bookkeeping

Payroll processing

Data entry / databases

Equipment maintenance

Communication

Team support

Job description

We are seeking a dedicated and experienced Administrator to oversee the daily operations of our office and financial/basic bookkeeping transactions, processing payroll and bill payments. The ideal candidate will possess strong organizational skills and a solid understanding of equipment maintenance including computers, printers, phone systems, and an ability to learn a variety of data bases used to manage donors and volunteers. This role is critical in ensuring the highest quality of records, files, and that team members have functioning equipment needed to complete their tasks.

Duties

• Ordering supplies and equipment; maintaining equipment and service contracts on office equipment.
• Ensuring general management of office by overseeing operational efficiency, effective communications.
• Liaising with internal and external units to carry out job tasks. The Administrator works closely with our accountant and bookkeeper to provide details of all financial transactions. They support the accountant during year end audit.
• Submitting pre-approved time sheets to bookkeeper for payroll bi-weekly.
• Submitting all receipts to supervisor for review weekly.
• Aiding correspondence for the office, such as emails, letters, packages, and phone calls.
• Updating of office records and databases that contain personnel, financial, and office data, and employee details including benefit packages.
• Process all donations and prepare official tax receipts.
• Writing memos and managing correspondences.
• Creating invoices and managing receipts.
• Preparing spreadsheets and other related reports.
• Maintaining company files and databases.
• Purchasing office supplies and dealing with vendors and suppliers.
• Delivering mail and sending faxes as needed.
• Support the CEO with grant spending and reporting and delegated projects.