Administrative Coordinator
Administrative
Aurora, ON, CA
ApplySalary Range:
$50,000.00 To $55,000.00 Annually
Title: Administrative Coordinator
Job Status: Full Time 40 hours
Job Region: All Blue Door Locations
Equipment: Computer, telephone, Reliable Vehicle/Valid Driving License/Insurance, Clear Driver’s abstract.
Salary: $50,000-$55,000
Blue Door is a not-for-profit registered charitable agency governed by a volunteer Board of Directors. We have been an integral part of our community providing essential emergency shelter services since 1982. Blue Door’s mission is to support people who are at risk of or experiencing homelessness to attain and retain affordable housing.
Job Summary
Reporting to the Director of Employment and Expansion, the Administrative Coordinator will work closely with the senior leadership team and must possess a strong level of diplomacy, motivation, and problem-solving abilities. The incumbent must excel at managing multiple tasks, demonstrate exceptional planning and organizational capabilities, proficient writing skills, and be comfortable working both autonomously and collaboratively within a team.
Responsibilities
- Responsible for answering all administrative phone inquiries in a timely and efficient manner, ensuring important messages are promptly communicated to relevant parties.
- Coordinates, purchases and distributes all business card orders
- Responsible for agency phone systems by setting up new employees, handling repairs and updates as required
- Responsible for maintaining inventorying and ordering administrative office supplies for the organization.
- Provides any additional administrative assistance required by the CEO/COO for meetings, and committees, responding to ad hoc requests and ensuring seamless operations.
- Acts as a key liaison between senior leadership and internal/external stakeholders, managing communication channels, and ensuring that important messages are conveyed promptly and accurately.
- Responds to inquiries on behalf of senior leadership when appropriate and ensure timely follow-ups.
- Facilitates travel arrangements as requested for senior management, including flights, accommodations, ground transportation, and other logistical needs, and provides detailed itineraries and travel support to ensure seamless trips.
- Attends meetings when required, take minutes, and follow up on action items to ensure timely completion.
- Manage confidential information and sensitive documents with discretion, always maintaining a high level of confidentiality and integrity.
- Organizes and maintains digital and physical files, databases, and records for easy accessibility, including saving key documents on Sharepoint (e.g. funding agreement, event photos, and consultant documents)
- Collaborate with senior leadership on special projects, conducting research, gathering data, and preparing reports or presentations.
- Fosters positive relationships within the Blue Door team with senior management, team members, and external partners on behalf of the COO/CEO.
- Facilitates effective communication between the CEO and the leadership team, ensuring seamless coordination across the organization.
- Schedules and coordinate both internal and external meetings, ensuring all participants are well-informed and logistics are efficiently managed.
- Takes on various general administrative duties as assigned, demonstrating flexibility and adaptability in addressing organizational needs.
- Monitors, distributes, and responds to the agency's information emails in a timely and efficient manner, ensuring important messages are promptly communicated to relevant parties.
- Collaborates with finance on renewal of professional memberships, ensuring uninterrupted access to essential resources.
- Coordinates procurement and setup of organizational technology (laptops, phones, accessories), including tracking and assigning laptops and cell phones, working with CompuSolve for technology repairs, collaborating with the Finance team to ensure accurate billing for technology purchases, and organizing shipping and delivery of laptops and cell phones.
- Oversees procurement for Blue Door, sourcing and purchasing equipment, supplies, and services while maintaining strong relationships with suppliers and ensuring compliance with budgetary and organizational requirements.
- Coordinates shipping logistics for Blue Door, managing the timely delivery and receipt of equipment while ensuring effective communication between couriers and internal teams.
- Chairs and facilitates monthly administrative team meetings.
- Support with maintaining organized and up to date SharePoint folders for each team,
- Occasional booths support Blue Door, community, and fundraising events.
- Sending thank you gifts, On the Way Home swag, and funder stewardship gifts as required
- Updating marketing and platform passwords when staff leave (e.g. socials for Blue Door, Construct, OTWH, websites, etc.)
- Support in booking and rescheduling various team meetings
- Maintaining Guru cards with updated processes and adding new Guru cards when required. (e.g. print/video contacts)
- Updating Peel Region, Durham Region, and York Region MPP, MP, Mayor and Councillor contact lists as needed
- Leads Exclaimer, with Marketing supporting by creating the graphic scheduling the time for the e-signature to be live, coordinating with Compusolve for any updates/tweaks, working with HR to ensure information is being inputted, and exploring the reply option to help reduce inbox storage)
- Create and maintain general Blue Door PowerPoints
- Updating team orientation slides when new staff join or leave the organization
- Future Areas for additional support:
- Support with timely data entry of donations and grants into DonorPerfect, Salesforce, and/or Monday.com
- Support securing quotes and reordering promotional materials (e.g. annual reports, banners)
- Pulling donor lists (e.g. donor list for annual report and mailer, thank you calls, etc.)
- Updating Blue Door signage at Aurora office (one-off)
- Coordinating conference attendance
- Coordinate room and pod booking at 212 Earl Stewart
- Organize CEO Town Hall events
Respect and Professionalism
- Maintain professionalism in the workplace.
- Working cooperatively alongside and supporting all Blue Door team members and departments.
- Adherence to the mission, vision, policies and procedures of the agency.
- Able and willing to promote harm reduction practices in accordance with core standards.
- Attend internal staff meetings and staff training as required.
- Maintain the confidentiality of all client and agency information.
- Utilizes effective conflict resolution skills in accordance with (Crisis Prevention Intervention (CPI) training.
- Fosters positive and appropriate relationships with clients, colleagues, community partners and volunteers.
- Provides referrals and follow-up as necessary.
- Meets with manager on a regular basis and participates in completion of annual performance evaluation.
Occupational Health & Safety
- All employees are responsible for carrying out work in a way that does not adversely affect their own health and safety and that of others.
- All employees shall learn and understand health and safety policies and procedures and will comply with them.
Qualifications
- Bachelor's degree or equivalent in Business or a related field.
- A minimum of 3 years of relevant experience in a related field.
- Experience in reporting to a board of directors or providing administrative support to senior leadership teams.
- Advanced proficiency in Microsoft Office applications, including SharePoint, PowerPoint, Word, Outlook, and Excel.
- Tech-savvy with a strong aptitude for scheduling and critical thinking.
- Exceptional written communication skills, with the ability to convey complex information effectively.
- Strong design, research, and report writing skills, demonstrating the ability to present information in a clear and compelling manner.
- Demonstrated ability to work independently and as part of a collaborative team.
- Proven track record of delivering superior customer service and building positive relationships with stakeholders.
- Excellent oral communication skills, showcasing the ability to articulate ideas and information confidently.
- Effective time management and organizational skills, with the ability to prioritize tasks and meet deadlines.
- Sound judgment, tact, and a commitment to maintaining confidentiality.
- Understanding of issues related to homelessness or a strong willingness to learn about the subject matter.
- Ability to handle extremely confidential and sensitive information with discretion.
- Possession of a valid Vulnerable Sector Screening Report
Blue Door is committed to the development of staff and leadership team that reflects the incredible diversity of the communities we serve. We promote the principles of intersectional anti- racism and anti-oppression and adhere to the tenets of the Ontario Human Rights Code. We both welcome and encourage applications from members of groups with historical and/or current barriers to access and equity, including Indigenous, Black and racialized people, members of 2SLGBTQIA+ communities, people with disabilities, and people with lived experience of homeless. Blue Door is a unionized work environment.
In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Blue Doors AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
All applications will be reviewed as received, and interviews will begin with qualified candidates as soon as possible. The position may be filled before this job posting ends. Only candidates selected for an interview will be contacted. Please submit a cover letter and resume to hr@bluedoor.ca
