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Office Administrator - LOFT Community Services

Jun 19, 2024
Toronto, Ontario

DATE: June 5th, 2024
LOCATION: Toronto, ON – People & Culture Team
COMPENSATION: $63,042 - $74,308 Annually Prorated

LOFT Community Services is a unique and dynamic charitable organization that supports people living with complicated issues such as mental and physical health challenges, substance use challenges, poverty and homelessness. Serving approximately 19,633 annually and providing 1,861 units of supportive housing last year, LOFT is one of Ontario’s largest mental health service providers of its kind. LOFT is also recognized as a Nonprofit Employer of Choice™ Award (NEOC) recipient.
To help fulfill its mission, LOFT is hiring a Office Administrator.

Job Summary

The Office Administrator oversees day-to-day office administration within the organization’s head office. The position plays a vital role in continuously improving the administrative processes in place to support the work of the organization and the smooth functioning of the head office. They will be the first point of contact for visitors, the public and property management regarding building issues. The Office Administrator is expected to have superior administrative and organizational skills; be an excellent communicator, both written and oral; and exhibit excellent time management, problem solving and decision-making skills.

What You Will Do
  • Provide reception (in person and telephone) for the main office
  • Serve as first point of contact for visitors and vendors by greeting and directing them appropriately
  • Operating a telephone system to route incoming calls to the appropriate individual/department in a courteous and professional manner
  • Administrative duties, such as distributing mail and faxes, photocopying documents, filing, arranging for couriers, taking out the mail and helping set up meeting rooms
  • Knowledge of office equipment (including, fax, photocopier, printer) and computer literacy including specific knowledge of the Microsoft Office suite
  • Ability to work effectively in a team environment
  • An understanding of the importance of maintaining privacy and confidentiality
  • Excellent people and problem-solving skills to assist staff and clients both by phone and in person
  • Ability to work within an anti-racist, anti-oppression framework
  • Handling incoming donations and ensuring that they are sent to the correct personnel k. Practical knowledge of crisis intervention, conflict resolution, counseling, harm reduction, community service agencies, gained through either experience or education/training
  • English/ French bilingual an asset m. Work according to all agency policies and procedures
Office Administration
  • Responsible for ordering and maintaining an inventory of office supplies and equipment
  • Ensures invoices for purchased items are coded appropriately
  • Ensures relevant materials are posted and available in the office (eg. Job vacancies, maintenance information, notices, Kleenex, PPE, events, etc)
  • Participate in orientation of new staff by distributing office keys, laptops and security access
  • Excellent organizational skills to perform assigned tasks with minimum supervision to prioritize tasks and meet required deadlines
  • Excellent documentation skills
  • Works collaboratively and professionally with other service providers
  • Ensuring that the common spaces (kitchen) is clean, emptying and filling the dishwasher, and ordering refreshments and other kitchen supplies
  • Contribute to LOFT’s Health and Safety program by acting as site fire marshal j. Liaising with property manager regarding building maintenance and other issues
  • Supports DEI efforts
Senior Management Support
  • Preparing for meetings, maintaining various records and other administrative duties as required b. Scheduling and administrative support to the Senior Leadership Team
  • Provide administrative support as required on special projects
  • Participate as a member of the LOFT P&C team to accomplish LOFT strategic priorities
  • Share information as required with LOFT staff
  • Acts as back up support to the Executive Assistant to the CEO
  • Draft memos, reports, or other correspondence as directed
  • Issue communication notices as directed
What You Bring
  • Post-secondary education in business administration, communications, or a related field, or equivalent in education/experience
  • A minimum of three years of experience in administration with strong organizational skills and attention to detail
  • Knowledge of operating office equipment (including, fax, photocopier, printer)
  • Previous related experience in an office environment covering a wide range of general duties is required
  • Excellent attendance and punctuality
  • Superior computer skills with specific knowledge of Microsoft Office 365 suite of programs
  • Highly professional
  • Excellent customer service skills
  • Excellent verbal and written communication skills
  • Strong team player
  • Planning and organizational skills
  • Attention to detail
  • Ability to create well designed posters and communications
  • The ability to work independently to manage projects within timelines and proactively take corrective action
  • Excellent interpersonal skills and the ability to work closely with a wide range of professionals
  • Ability to prioritize tasks · Ability to work effectively in a team environment
  • Ability to communicate in more than one language, is an asset.
  • Familiarity with the not-for-profit sector is an asset.
  • Understanding of cultural competency and anti-oppression framework;
  • Reflective of a multi-barriered group, as serviced by the program, a strong asset

What We Offer

  • 24/7 Employee Assistance Program
  • E-learning program available all year round
  • Starting vacation time above minimum standard,
  • Additional paid personal and paid sick days
  • Professional development budget available to help you nurture and shape your career
  • Corporate Gym membership rate with GoodLife Fitness
  • Access to Perkopolis, a comprehensive corporate discount program
  • Access to unlimited DEI trainings through partnership Canadian Centre for Diversity and Inclusion

Our Commitment to Diversity and Inclusion

LOFT Community Services is a values-driven organization with a deep belief that each person has the ability to grow and change. We value compassion, collaboration, and community delivered with dignity, innovation, and excellence. LOFT’s vision is that together, we can all live successfully in our community. Our client population reflects Ontario’s diverse community and it is LOFT’s goal to build a workforce who also reflects that diversity. LOFT believes there are many ways to develop skills and build experience and expertise. So even if you don’t “tick all the boxes” but think you’d thrive in this role, you are encouraged to apply.

Note: All LOFT employees are required to be COVID-19 vaccinated as a condition of hire in accordance with LOFT’s Vaccination Policy; unless they are employed in or work regularly with staff who are employed in, non-client facing roles.

Note: A satisfactory vulnerable sector check (VSC) is also required.

CLOSING DATE: June 19th, 2024

This job is from CharityVillage