Bilingual Office Coordinator

Crossroads for Women / Carrefour pour femmes; City of Moncton; On-site; CAD 30,000 - 60,000; Full time

Job summary

A non-profit organization supporting women in Moncton, NB is seeking an Office Coordinator for a full-time position. This role involves providing administrative support, managing social media, and ensuring operational efficiency. Candidates should have a Grade 12 diploma, experience in administration, and be fluent in English and French. The salary for this position is $23 per hour, and candidates must be legally able to work in Canada. This is an on-site role focused on creating a safe and empowering environment.

Qualifications

• 2+ years of related experience in administrative roles.
• Proficient in managing various administrative tasks under tight deadlines.
• Ability to maintain confidentiality and ethical standards.

Responsibilities

• Provide administrative support for operational tasks.
• Prepare and proofread various materials including reports and correspondence.
• Manage social media accounts and create content.

Skills

Fluent in English and French

Highly organized

Compassionate

Cultural sensitivity

Ability to work under stress

Education

Grade 12 diploma

Post-secondary training in accounting or administration

Tools

Google Suite

Sage

Job description

Job Summary

The Office Coordinator plays a crucial role in supporting Crossroads for Women (CFW) in its mission to help women and children transition from crisis to empowerment through safe housing, education, and one-on-one support. This is a full-time, bilingual position performed in an office environment at the transition house at the rate of $23 per hour. Reporting to the Executive Director, the Office Coordinator ensures that the Transition House team, particularly executive staff and the accountant, are well-supported and the organization is well-protected. This role contributes to fostering a culture where everyone feels safe, valued, and respected.

Responsibilities

• Provide administrative support for all organizational operations.
• Act as back-up for payroll and support the accountant in day-to-day tasks, follow financial controls and procedures.
• Prepare, key in, edit, and proofread correspondence, invoices, presentations, brochures, publications, reports, and related material.
• Pick up, open and distribute incoming regular and electronic mail, and coordinate the flow of information internally and externally.
• Prepare bank deposits and perform other accounting support tasks.
• Support HR functions, including maintaining employee files, assisting with onboarding, collecting CVs, and recording payroll-related information.
• Answer telephone and electronic inquiries, relay telephone calls and messages.
• Greet visitors, ascertain the nature of business, and direct visitors; keep records of visitors and log contractors.
• Manage social media accounts, including creating graphics in Canva, writing captions in English and French, posting on Meta, and monitoring comments and messages.
• Order office supplies and maintain inventory.
• Set up and maintain manual and computerized information filing systems and client/stakeholder databases.
• Assist with fundraising activities such as tracking stewardship, researching grant opportunities, preparing proposals, mailing tax receipts, recordkeeping, accepting physical donations, and event planning.
• Prepare agendas and minutes for staff meetings and participate in training sessions and special events.
• Compile data, statistics, and other information to support business activities.
• All other duties related to the organization and its mission, programs, and services.

Qualifications

• Education: Grade 12 diploma required; post-secondary in accounting, administration or similar training preferred.
• Experience: 2+ years of related experience.
• Technical Proficiency: Highly proficient in Google Suite and other web-based data management software. Experience with Sage is an asset.
• Communication: Fluent in English and French.
• Confidentiality: Ability to maintain standards of privacy, adhere to ethical standards, and maintain professional boundaries.
• Organization: Highly organized with the ability to manage multiple demands concurrently under tight timelines.
• Cultural Sensitivity: Must be respectful of cultural differences, socio-economic status, and lifestyle diversity.
• Compassion and Learning: Ability to work with compassion, learn about social justice issues, and incorporate feminist, anti-racism, and anti-oppression frameworks.
• Stress Management: Ability to deal with work-related stress in a healthy manner.
• Non-Profit Familiarity: Familiarity with non-profit social services or related work environments.
• Trauma-Informed Approach: Willingness to gain experience and training in providing services from a trauma-informed perspective, including violence against women services and interventions, child abuse, and understanding the issues and barriers faced by abused women and their children during the re-establishment process.
• Physical Requirements: The role requires active listening, regular screen and document reading, lifting up to 40 pounds, long hours of sitting, using office equipment, and maintaining office equipment.
• Special Requirements/Training:
• Satisfactory vulnerable sector and criminal record check upon hire; renewable every 3 years as a condition of employment.
• Must complete and maintain CPR and First Aid Training (at employer’s expense).
• Must have access to a vehicle for occasional local use.
• Must be able to work on-site.
• Legally able to work in Canada.