Operations Administrative Coordinator

The Salvation Army Canada and Bermuda Territory•Parksville, BC

2d•CA$42,042 - CA$63,063•Onsite

About The Position

The Operations Administrative Coordinator performs specialized administrative duties with a specific focus on financial administration, HR support, communications, and provides backup support for various leadership roles within the Ministry Unit (MU). This role is crucial for ensuring the smooth operation of the office and supporting the mission of The Salvation Army.

Requirements

Willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada.
Work in compliance with OH&S Act and Regulations and abide by The Salvation Army’s health and safety policies and procedures.
Completion of a formal post-secondary program of two academic years in a related field.
Emergency First Aid certification with Level A or C CPR from an approved training provider or willingness to complete it if required.
3 years of related secretarial, administrative, or customer service experience is required.
Strong knowledge of Microsoft Office Suite is required.
Knowledge of community-based resources and experience networking with government and social service agencies.
Demonstrate a high level of integrity, good judgment and ability to maintain appropriate confidentiality.
Self-motivated and disciplined.
Strong oral and written communication skills.
Strong decision-making and organizational skills.
Ability to maintain a high level of confidentiality.
Ability to work cooperatively in a team setting.
Attention to detail.
Ability to multi-task and prioritize responsibilities.
Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
Ability to lift/move weights of up to 20 lbs. occasionally.
If limited travelling is required using organizational or personal vehicle, a valid driver’s license and clear driver’s abstract is required.

Nice To Haves

Team lead experience in a related field or non-profit is considered an asset.
Valid driver’s license and clear driver’s abstract may be required for some roles.

Responsibilities

Assist with administrative procedures within the Ministry Unit (MU), organizing all administrative aspects to ensure the smooth running of the office.
Perform general office duties such as answering and screening telephones, greeting visitors, and resolving routine inquiries.
Support MU Leaders with drafting correspondence, proofreading, researching inquiries, preparing paperwork, and generating reports.
Maintain MU databases and registers, ensuring current and accurate information on premises, property maintenance, vehicles, and other critical details.
Manage office supplies inventory, including ordering, receiving, and distributing supplies for all locations.
Coordinate meeting times, send calendar invites, set up online conferencing, prepare agendas, attend meetings, and record minutes.
Maintain and update notice/bulletin boards and distribute information to other departments.
Process incoming and outgoing mail and parcels, including confidential materials.
Maintain facility and equipment, arrange for maintenance and repair services.
Perform general office reception duties, including filing, photocopying, and handling fax/email communications.
Draft and prepare presentations, brochures, flyers, advertisements, invitations, certificates, and posters.
Maintain local administrative policies and procedures manual.
Prepare year-end files for audit and organize files for storage.
Maintain logs of individuals with keys and alarm codes and communicate with the alarm company.
Provide backup support and relief coverage for the administrative team during absences.
Create administrative templates and assist with document, report, and spreadsheet creation.
Assist with document briefs, spreadsheets, and word processing tasks, especially during peak seasons.
Assist in the planning of events and creating/posting social media content.
Develop and document business requirements, processes, and reports.
Develop and document options and recommendations for issues and problems.
Provide orientation and guidance to employees on operating new software.
Develop supportive relationships and work cooperatively with staff, guests, and volunteers.
Process monetary donations, issue tax receipts and thank you letters, and manage related reporting and filing.
Liaise with donors regarding donations and tax receipting.
Prepare and submit monthly donation summaries, credit/debit card donations, and church collections.
Review Thrift Store sales reports to identify donations requiring receipting.
Record, track, and reconcile incoming and outgoing gift cards.
Code accounts payable invoices for review and approval, reconcile vendor statements, and liaise with vendors.
Review monthly variance reports and prepare journal entries.
Maintain logs of personal expenses, EFT/cheque-vouchers, and gifts-in-kind.
Liaise with THQ on estate bequests and follow up on outstanding items.
Review and save electronic reports from finance and payroll departments.
Assist MU Leaders with annual budget preparations and monitoring expenditures.
Perform tasks related to properties and vehicles repairs, and maintain related logs.
Enter financial data for community programs and complete monthly reports for specific programs.
Track, analyze, and prepare reporting on thrift store sales.
Assist with Point of Sale (POS) basic troubleshooting at Thrift Stores.
Support all departments with routine technical troubleshooting and organize electronic documents.
Act as a member of the Senior Management Team.
Create and maintain lists of reports required for health and safety compliance.
Collect and review resumes, schedule interviews, and participate in interviews.
Provide and complete hiring documentation and orientation for new employees in the admin office.
Liaise with HR regarding discipline and termination.
Generate HR letters such as warning letters, absence letters, and confirmation letters.
Collect information on incidents and complaints from employees, volunteers, and clients.
Monitor staff availability, absenteeism, and report patterns.
Create and maintain reporting processes for schedule changes and coverage within programs.
Participate in meetings to resolve issues and seek HR advice for difficult cases.
Act as a timekeeper and approver for specific departments in WorkDay.
Request employee data changes for WorkDay.
Maintain a list of current employees with contact and emergency information.