13602 - Administration Officer

S.U.C.C.E.S.S.•Toronto, ON

11d•CA$25 - CA$26•Hybrid

About The Position

The Administration Officer performs a variety of duties to ensure smooth day-to-day operations of the project services. The Administration Officer is responsible for checking client eligibility, maintaining filing systems, processing purchases and financial records, taking meeting minutes, compiling data and reports, and ensuring a safe and organized work environment.

Requirements

Post-secondary education in business, accounting or related field; or an equivalent combination of education, training and experience
Minimum of 2 years of relevant experience
Excellent written and verbal communication skills
Ability to work under pressure and tight deadlines
Ability to work effectively with cultural differences and various barriers experienced by immigrants
Ability to work independently and as a part of a team
Excellent time management and organizational skills
Excellent technical skills in MS Office and web-based applications
Client-centered with excellent customer service skills
Criminal Record Check Required

Nice To Haves

Previous experience in working with social media platforms considered as an asset
Ability to work at multiple outreach locations across Greater Toronto Area

Responsibilities

Performs reception duties which includes answering client inquiries, registering clients for intake assessment, and booking appointments with the Case Manager.
Develops, organizes, and maintains the project filing system, including client files, bookkeeping records, etc.
Enters data from client files into the appropriate databases.
Assists the team in preparing monthly, quarterly, and annual reports, which include but not limited to compiling project statistics and aggregate data.
Prepares and updates marketing and promotion materials, such as brochures, flyers, and other promotional materials.
Creates and develops marketing communications for various social media platforms that the program utilizes.
Assist in project marketing and promotion activities, such as attending job fairs, marketing booths, and various community outreach activities.
Prepares and manages logistics for all the events and workshops which include setting up the venue, sending out reminders to participants, taking registration, and other event-related tasks.
Maintains a bookkeeping record of all project expenses.
Assists in reconciling monthly, quarterly, and annual financial statements.
Organizes and manage office supplies inventory, including controlling the inventory list and stock levels.
Handles all incoming invoices and processes payments.
Provides administrative support to the project team by assisting with preparing timesheets for staff and taking meeting minutes for team meetings.
Assists in PQI peer reviewing regarding case files' alignment with expected requirements.
Coordinates with building management for office maintenance and repairs.
Ensures a safe and organized work environment for the team.
Performs other job-related duties and responsibilities as required.