Office Administration Coordinator

Job Summary

We are looking for a highly organized and detail-oriented Office Administration Coordinator to join our team. This role is essential in ensuring the smooth operation of our office by providing administrative support to the Executive Director, managing bookkeeping tasks, maintaining accurate membership records, and supporting the administration of events and programming for the organization. The ideal candidate is proactive, customer-focused, and thrives in a dynamic environment where multitasking and problem-solving are key.

Main Responsibilities

• Provides administrative support to the Executive Director through the facilitation of communication on their behalf (follow-up with letters, memos, reports, e-mail, telephone calls)
• Prepares materials for the Executive Director as required in advance of meetings
• Organizes Executive Director’s meetings, as required (in person planning, conference calls)
• Provides administrative support to the Board of Directors through the preparation and distribution of meeting notices, agendas, minutes and materials
• Takes and prepares accurate minutes for Board and other relevant meetings, including maintaining archives of Board minutes
• Coordinates some logistics for Board meetings
• Bookkeeping using Sage 50, including accounts payable/receivable, invoicing, payment collection, reconciliations, financial record-keeping, and following up on delinquent accounts to arrange payments.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
• Manages the events on the website, including ticketing and listings; assists with event setup, guest registration, payment processing, and attendance tracking.
• Assists with managing social media accounts by creating and scheduling posts, monitoring engagement, and supporting online communications
• Responds to inquiries by phone or email on matters regarding membership
• Manages membership database, tracks memberships, issues certificates and welcome emails, ensures information accuracy, and handles invoicing.
• Orders and manages office supplies
• Participates in staff meetings and/or related meetings
• Serves as the first point of contact for phone and in-person enquiries
• Performs all other duties as required

Education:

Post-secondary education in administration, business, or a related field, or equivalent work experience.

Experience:

• 2 to 4 years of experience supporting senior level executive
• Administration experience providing a high level of administrative support
• Minimum of 1 year of bookkeeping experience, Sage 50 experience preferred
• Expert proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point)

Skills

• Organizational skills
• Detail oriented
• Interpersonal skills
• Problem solving
• Team player
• Customer service
• Initiative
• Time management
• Confidentiality & Records Management

Join our team as an Office Administration Coordinator, where your skills and dedication will be valued, and you’ll have the opportunity to contribute to a dynamic and supportive organization.

Job Type: Full-time

Pay: $28.00-$32.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday
• Occasional Weekend support for chamber ran events like the Spring Trade Show.

Work Location: In person