OPEN
Administrative Coordinator
Division:
New Dawn
Email resume to:
Erika Shea
<hr@newdawn.ca>
Schedule:
Permanent, Full-Time
Salary/Wage:
$58,000
Openings:
1
Job Description
Job Purpose
The Administrative Coordinator is responsible for the day-to-day operations of the office of the President and CEO of New Dawn Enterprises. The Administrative Coordinator takes the lead on organizing and planning of board retreats, room bookings, monitoring inventory, and handling tasks assigned by the President and CEO. The Administrative Coordinator will also assist the Financial Services division of New Dawn Enterprises with Accounts Payable and Accounts Receivable.
Duties and Responsibilities
General Responsibilities:
- Serve as primary point of contact for stakeholders, including screening and prioritizing communications
- Prepare and edit correspondence, reports, presentations, and other documents as needed
- Conduct research and compile data to support decision-making processes and initiatives
- Coordinate administrative tasks including processing invoices, ordering supplies, and organizing files
- Assist with project management tasks such as tracking deadlines, monitoring progress, and coordinating team meetings and efforts
Coordinating and Managing Sponsorship Requests:
- Create annual sponsorship budget
- Identify division sponsorship priorities
- Process (billing to internal divisions) and track donations to external entities
- Provide logo and other graphics and statements to relevant parties
- Coordinate speaking roles and other sponsorship engagements
- Purchase tickets and coordinate staff attendance at local galas, events, conferences, etc.
Donor Stewardship:
- Ensure receipts are generated and mailed or e-mailed with thank you letters
- Ensure donors receive other engagement materials (i.e. annual report, donor reports, etc.)
- Coordinate updates to donor wall annually
- Order and distribute print communications (thank you cards, etc.) as needed
Board Meetings:
- Coordinate preparations (create and distribute Zoom links, distribute materials, track RSVPs, propose and coordinate alternate dates as needed) prior to meetings
- Take minutes at meetings and file in shared One Drive folder two weeks following meetings
- Help to identify/organize board training, education, speakers, team building, retreat opportunities, etc.
- Review and update board orientation manual annually (list of directors, liability insurance, division changes, org chart); replace outdated manual with updated manual in shared One Drive
Materials & Miscellaneous:
- Flowers, meals for meetings, mail, legal documents, etc.
- Restaurant and hotel (etc.) reservations
- Book rooms and/or catering at NDC/Eltuek/offsite meetings
New Dawn Administration:
- Responsible for New Dawn main phone line (responding to/directing inquiries)
- Responsible for New Dawn main e-mail (responding to/directing inquiries)
- New Dawn internal mail distribution and coordination
New Dawn Centre:
- New Dawn Centre room bookings and purchase orders
- New Dawn Centre signage/directory, tenant e-mail list
- New Dawn Centre bulletin boards monitoring/clearing
FINANCIAL
Accounts Payable:
- Receive invoices and expense claims for processing with purchase orders where applicable
- Analyze, sort, and categorize invoices based on the purchasing company
- Code and enter invoices in Simply Accounting software system
- Record invoices, generate and follow up on outstanding payable listings
- Where applicable, process cheques or EFTs, attach the invoice, and submit for signature
- Deliver signed cheques to vendors, send e-transfers, or process payments on credit cards
- Ensure invoices are marked and filed according to company and vendor with supporting documentation
- Respond to inquiries from vendors regarding invoices and outstanding payments and ensure sufficient details are included when entering invoices
Accounts Receivable:
- Record financial transactions in accounting software or spreadsheets, maintain organized records
- Ensure deposits are reviewed for accuracy and entered on tenant or client accounts and receipts are generated
- Ensure statements are issued and sent on any outstanding balance
- Process all recurring payments between the 1st and 10th of each month
- Ensure all post-dated cheques are recorded and filed appropriately and pre-authorized debit information is recorded, checked for accuracy, and filed appropriately
- Match invoices with the purchase orders and packing slips for further processing
- Respond to inquiries from tenants and clients regarding rent, services, cheques, and outstanding payments
Other Duties and Responsibilities:
- Participate in internal team meetings as required
- Look for potential improvements and help implement solutions
- Maintain quality, safety, and confidentiality of employees, clients, and volunteers
- Maintain professionalism, tact, diplomacy, and sensitivity so as to portray New Dawn in a positive manner consistent with its values and vision
- Update job knowledge by participating in educational opportunities, engaging in professional networks, and participating in professional organizations
- Respond to the needs of others with effective communication, mutual respect, and consistent follow through to build trust and workplace relationships
- Promote the mission and values of New Dawn both internally and externally
- Other duties as assigned by the New Dawn Enterprises President & CEO
Core Competencies
- Servant leadership
- Ethics and integrity
- Client and community-focused
- Initiative and problem solving
- Accountability and dependability
- Strong oral and written communication
- Teamwork and collaboration
- Detail orientation
- Adaptability
- Leadership
Qualifications
- Degree or diploma in a related field or combination of education and experience
- Two or more years working in a book-keeping, financial assistant, accounting assistant, or similar financial support role (i.e. some level of familiarity with accounting/book-keeping software)
- Compassion and empathy
- Current and up-to-date Criminal Record Check
- Experience working with and advocating for vulnerable populations
- Ability to work independently, as part of a team, and with guidance from others
- Exceptional attention to detail
- Exceptional verbal and written communication skills
- Ability to work effectively with others; to work together toward a shared goal
- Highly organized and ability to work well under pressure
- Proficiency with Microsoft suite of programs and applications
- High level of integrity, confidentiality, and accountability
- Understands servant leadership and community-focus as central to the work
Work Conditions
- Travel may be required
- Manual dexterity required to use desktop computer and peripherals
- Overtime may be required; working evenings/weekends and needed
- Interacts with employees, management, and the public at large
- Environment can be busy/noisy at times
Atlantic Immigration Program Employer
New Dawn is proud to be an Atlantic Immigration Program (AIP) employer. This means that New Dawn has been approved as an AIP employer and, as such, can endorse the AIP-PR application of an eligible employee.
Note: Employees are responsible for verifying that the employment position/category is eligible under the AIP program or any other immigration program/stream for which they intend to seek the support/endorsement of New Dawn.