Office Manager

JEWISH COMMUNITY CENTRE OF GREATER VANCOUVER•Vancouver, BC

3h•CA$45,926 - CA$47,989•Onsite

About The Position

The Office Manager is always seeking ways to help with efficiency in order to create a more organized and productive workplace. They are helpful, accessible, friendly, easy to work with and have a “can-do” attitude. This role will combine office administration (65%) with executive director and board support (35%) and will report to the director of operations with a dotted line to the executive director.

Requirements

Bachelor’s Degree or High School diploma and equivalent experience
2-5 years’ experience in an administrative position
Excellent people skills - manage people with tact and diplomacy
Ability to work with confidential information
Intermediate computer literacy with MS Office and Google Workspace.
Excellent English oral and written communication skills are essential plus a pleasant phone manner
Strong organizational and time management skills
Strong problem-solving skills
Able to work well under pressure
Proficiency with contracts and business documents
Must be team-oriented, able to multitask and prioritize deliverables, and willing to learn
The successful candidate will need to clear a vulnerable sector criminal record check.

Nice To Haves

MS Access database experience is an asset.

Responsibilities

Day to day office maintenance: maintain stock of office supplies; act as point of contact for building relations and office vendors; maintain office services including leases for copiers, postage machine and other equipment as required.
Ensure office procedures are efficient, documented and kept up to date. Review, evaluate and implement new procedures as needed.
Manage insurance portfolio including annual renewals of CGL, D&O, Cybersecurity, Professional Liability, rental, leagues and coordinate any required certificates of insurance.
Manage inventory program - keep track of JCC assets by tagging and cataloging items.
General procurement, ensuring competitive prices are obtained for goods and services required for organizational operations.
Phone system administration. Manage auto-attendant greetings and changes to hours of operation due to statutory and Jewish holidays and extension moves/name updates.
Assist with staff onboarding (office set-up, introductory meetings, overview of office procedures, using phones & copier, etc.).
Manage credit card point program redemption for travel and gift cards.
Coordinates, attends and takes minutes at monthly staff meetings.
Coordinates any necessary catering for various meetings.
Coordinate tenant communication and maintain an updated list of tenant contacts.
Complete miscellaneous office tasks such as filing, sorting supplies and keeping shared spaces clean.
Email company-wide communications and all staff meeting invites, update company intranet pages with information as required.
With HR and/or social committee, support event coordination – social hours, lunch and learns, holiday parties, etc.
Manages processes for staff and board birthday acknowledgement in a timely and efficient manner.
Support staff in the use of MS Office and Google Workspace and user settings for Win 10 and 11.
Coordinate registration for staff to attend JCCA ProCon and coordinate travel and hotel bookings.
Maintain an organized filing system of paper and electronic documents.
Update organizational chart as required.
Assist with administrative duties in relation to grants e.g. compiling reports, etc.
Special projects as assigned.
Coordinates all aspects of the Annual General Meeting including the preparation and filing of provincial government forms required by the Societies Act.
Conserves ED time by reading, researching and routing correspondence, drafting and editing letters and documents, collecting, analyzing and summarizing information.
Compiles paperwork that requires ED and Board member signatures and ensures it is dispersed correctly once signed.
Occasionally manages travel for ED and points travel for staff.
Assists ED with Board communication and Board related activities.
Coordinates, attends and takes minutes of the Board of Directors evening meetings.
Works closely with lay leadership and committee volunteers as needed.
Updates Board related information throughout the organization including letterhead, website, grant information to ensure accurate information is available to stakeholders.
Maintains the Board of Directors database. Produces reports as needed for the ED, Board or committees.