Administrator

We are seeking a dedicated and experienced Administrator to oversee the daily operations of our office and financial/basic bookkeeping transactions, processing payroll and bill payments. The ideal candidate will possess strong organizational skills and a solid understanding of equipment maintenance including computers, printers, phone systems, and an ability to learn a variety of data bases used to manage donors and volunteers. This role is critical in ensuring the highest quality of records, files, and that team members have functioning equipment needed to complete their tasks.

Duties

• Ordering supplies and equipment; maintaining equipment and service contracts on office equipment.
• Ensuring general management of office by overseeing operational efficiency, effective communications.
• Liaising with internal and external units to carry out job tasks. The Administrator works closely with our accountant and bookkeeper to provide details of all financial transactions. They support the accountant during year end audit.
• Submitting pre-approved time sheets to bookkeeper for payroll bi-weekly.
• Submitting all receipts to supervisor for review weekly.
• Aiding correspondence for the office, such as emails, letters, packages, and phone calls.
• Updating of office records and databases that contain personnel, financial, and office data, and employee details including benefit packages.
• Process all donations and prepare official tax receipts.
• Writing memos and managing correspondences.
• Creating invoices and managing receipts.
• Preparing spreadsheets and other related reports.
• Maintaining company files and databases.
• Purchasing office supplies and dealing with vendors and suppliers.
• Delivering mail and sending faxes as needed.
• Support the CEO with grant spending and reporting and delegated projects.

• Knowledge of basic computer programs and basic typing abilities. Proficiency with Quickbooks.
• Communication skills, like having a pleasant demeanour and the ability to work with various types of personalities within an office and busy restaurant-style setting.
• Attention to detail to submit work or send communications without error.
• Adaptability and flexibility to adjust priorities for whatever task is most important at any given time.
• Ability to handle sensitive information and maintain strict confidentiality.
• Leadership skills to take control of a situation and make quick decisions when necessary.

Please send an email with your resume and cover letter to director@marthastable.ca