Office Coordinator

FPCC - Victoria, BC (il y a 30+ jours)

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OFFICE COORDINATOR

The First Peoples’ Cultural Council (FPCC) is a First Nations-run Crown corporation mandated to support Indigenous language, arts and culture revitalization in British Columbia. We are looking for an experienced Bookkeeper to join our team in supporting the success of revitalization programs in First Nation communities in BC. This position is based out of the FPCC office in Brentwood Bay.

Summary

The Office Coordinator is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. The Office Coordinator is accountable to the Executive Assistant to the CEO.

Office Responsibilities:

· Exercises tact and cultural competency when dealing with community stakeholders, funders and other external contacts.

· Will support and act on behalf of Executive Assistant in their absence

· Welcomes Visitors, in person or on the telephone and directs inquiries to appropriate staff; Oversees visitor entry to help maintain office security.

· Provides general technical and clerical support to staff including using MS suite and printer functions.

· Retrieves, opens, logs and distributes all office mail.

· Retrieves voice messages from the general voice mail and directs them to the appropriate individual.

· Manages the general email account and responds email or distributes them to the appropriate individuals.

· Maintains accurate mailing lists, updating as required and reviewing for accuracy semi-annually.

· Performs data entry and scans documents

· Maintains electronic and hard copy filing system

· Forecast budget for Goods and Services and signs for operational goods and services received.

· Track capital expenditures.

· Oversees records management for entire office; provides direction in the recording, packing, and transferring of files to off-site storage, and indexing for accurate and efficient retrieval.

· Administrative Process and Policy development and ability to effectively communicated to management and staff.

· Ensures efficiency and economy when negotiating and drafting contracts with providers such as office suppliers, hotels and transportation, maintaining project specific budgets.

· Administers and maintains records of office Visa credit card expenditures, including office supplies and expenses, under the supervision/approval of the CEO.

· Develops and recommends office procedures and systems; ensures smooth office operations.

· Organizes and maintains office facilities, space planning, furniture and asset management, equipment maintenance and security.

· Manages risk and negotiates insurance policies for the office and ensures property and liability coverages are sufficient and current.

· Maintains the calendar of all major report and briefing submissions to the Board, government departments, and major funders. Organizes all information collection and ensures that reporting deadlines are met.

· Liaises with senior staff to coordinate the flow of information such as briefing notes, proposals, reports, board submissions and correspondence.

· Ensures smooth operations with office suppliers and contractors to ensure efficient service to office and staff.

· Maintains and provides instruction to staff on proper office equipment usage, and replenishment of such items as; stationary, coffee and cream, and other office supplies as needed.

· Assists with the maintenance and coordination of the annual review of the Office Administration Policy Manual, and ensures compliance with Crown Agency regulations as required

· In conjunction with IT Manager: phone and security alarm systems; office key tracking.

· Oversees office facilities space planning, furniture and asset management.

· Routinely collaborates with Management and Ministry staff in the preparation of high-level documents such as Annual Report, Service Plan, Government Letter of Expectation and other public documents.

· Maintains FPCC staff phone list and organizational chart.

· Handles highly confidential information.

· Manages the janitorial schedule and monitors supplies, ordering as required.

· Code all related expenses and manages & administers budget.

· Climate Change/Climate Risk

· Performs other related duties as required.

Chief of Correspondence Responsibilities:

· Review correspondence for format and address, rank, title and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.

· Route correspondence to other departments for reply.

· Maintain files and control records to show correspondence activities.

· Compile data from records to prepare periodic reports and data pertinent to projects and grants.

JOB REQUIREMENTS

Education & Training

Grade 12 supplemented by two years of post-secondary training in a business, office management or secretarial field, preferably including bookkeeping, or an acceptable combination of equivalent education, training or experience in related fields. Ideally, at least 2 years’ experience in an office coordination role.

Skills and Abilities

Must possess demonstrated ability as outlined below:

· A commitment to, and a clear understanding of the mission of FPCC

· Integrity, loyalty, and discrete personality

· Teamwork and service orientation

· Self-motivated and self-starter/initiative

· Experienced with agendas, minutes and all board correspondence.

· Knowledge of corporate governance and compliance

· At least one year of previous service to a Board

· Knowledge of the meeting procedures, decision-making rules, governance policies and the bylaws.

· Knowledge of office administration

· Comfortable with using technology for time management tools, online meeting organization, and other tracking and organization tools.

· Analytical and problem-solving skills

· Strong customer service and interpersonal skills

· Experience supervising others

· Ability to build relationships with team and community members

· Ability to keep strict confidentiality

· Excellent organizational and record keeping skills

· Good time management skills

· Good verbal and written communication skills

· Ability to be flexible and responsive to changing priorities and deadlines

· Demonstrated ability to work well under pressure to meet deadlines.

· Demonstrated attention to detail; ability to maintain a high level of accuracy in entering information

· Comfortable operating office technology and equipment, including computers, telephones projectors, and conducting basic troubleshooting.

Familiar with the MS Office Suite including Word, Excel, Power Point, Outlook, Teams and SharePoint

APPLICATION REQUIREMENTS:

For more information about the First Peoples’ Cultural Council, visit: www.fpcc.ca Please send a resume and covering letter, by June 22, 2020.

Submissions from applicants with Indigenous ancestry are strongly encouraged to apply. Only short-listed candidates will be contacted. All applications will be treated with strict confidentiality.

Benefits:

  • Work from home opportunities
  • Extended health care
  • Vision care
  • Flexible working hours
  • Dental care
  • Life insurance

Application deadline: 2020-06-22

Job Types: Full-time, Permanent