Admin Coordinator

The Admin Coordinator provides efficient, accurate, confidential support to Harbour Light's administrative team. The Administrative Coordinator plays a key role supporting team/committee meetings, preparing and processing documents, local onboarding of new employees, coordinating the flow of information, and maintaining critical administrative processes.

Responsibilities are allocated approximately 15% to the finance team, 15% to community engagement, 30% to the general administration, and 40% to human resources administrative support. The Admin Coordinator reports to the Director of Administration, but takes extensive direction from the HR Business Partner, and may also take direction from the Finance Assistant, Senior Accountant, Director of Residential Programs, and Executive Director.

1. General Administration and Coordination (30%)

• Performs general office duties such as answer and screen telephone and direct and answers inquires; greet and escort visitors; resolve routine inquiries.
• Takes minutes at management meetings (and other meetings as required) and ensures timely distribution.
• Maintains and distributes an up-to-date internal contact list; may assist MU Leaders with maintaining MU contact lists, including suppliers, community partners, leases, etc.
• Supports MU Leaders with preparing or collecting paperwork for projects and processes, and generating reports, scheduling, reminders, documents, etc. as requested.
• Maintains inventory documentation, and coordinate annual inventory process, including administrative support to the Director of Environment Services, IT Support, and other parties to ensure timely and accurate completion.
• Maintains Admin supply room inventory and place supply orders when necessary; collaborates with finance team to ensure supply documentation is complete.
• Ensures notice boards in Admin Office are regularly maintained and updated with current information.
• Receives, sorts, logs, and distributes incoming mail; process out-going mail including materials of a confidential nature; receive parcel(s) and distribute to the appropriate person(s).
• Organize and file documents electronically or manually; photocopy and distribute materials, as requested; and send and receive fax/email material as requested.
• At the request of a Director, may create administrative templates for all departments and/or assist with documents/reports/spreadsheet creation, etc.
• Prepares PowerPoint presentations (e.g., general staff meeting slides, etc.) and assists with meeting/presentation facilitation.
• Supports the Executive team and managers with Standards of Excellence document and review preparation.
• Coordinates internal document distribution and sign-off processes, including annual policy manual updates and reviews.
• Consolidates and enters monthly program and administrative statistics into SAMIS.
• Represents the Administrative and Community departments on the health & safety committee (JOSH) and wellness committee.

1. Human Resources (40%)

• Works closely with the Harbour Light's HR Business Partner (HRBP) and THQ HR teams to refer matters to appropriate contacts to ensure high-quality, efficient service for employees and managers.
• Facilitates orientations of new employees including arranging required on-line trainings, sign-off of policies, review of employee handbook, creation of staff ID, and any other required components of onboarding process.
• Collaborates with the HRBP and departmental managers to schedule and document required on-the-job orientations, mandatory trainings, and professional development.
• May provide administrative support and coordination to HRBP and departmental managers in initial phase of investigations into general workplace complaints and workplace conflict.
• Creates and maintains paper personnel files; ensures all necessary documents are on file and updated with changes in status.
• Maintains employee training records and other databases.
• Tracks completion of documents required by The Salvation Army's annual performance evaluation and coaching (PEAC); follows up with managers on completion of PEACs; ensures PEACs are filed appropriately (digitally and on personnel file).
• May assist with reporting, data collection, and other tasks required for WorkSafeBC or other third parties, including preparation and distribution of workplace liability reports.
• Maintains the HL incident reporting database.
• Supports managers and/or HRBP with local documents for hiring processes (postings, reference checks, etc.) and employee life cycle (offer letters, status changes, etc.), under the direction of the HRBP.
• Provides any local / on-site support required for the accurate, timely administration of employee benefit programs, Criminal Record Review Program applications/results, and other critical processes
• Responds to general HR-related inquiries and coordinates flow of inquiries received by Harbour Light's generic HR email address.
• Supports frontline staff in accessing HR Service Centre and other HR resources.

1. Financial Administration (15%)

• Assists finance team with monthly reconciliations (e.g. petty cash, gift cards, safe log)
• Supports finance team with banking activities, including deposit preparations, bank visits, etc. as needed
• Assists finance and management teams with annual budget preparations and monitoring expenditures to ensure compliance.
• Supports finance team with year-end procedures, including preparation of file boxes to be moved to storage as per CRA and other regulatory requirements
• Supports external reporting requests as needed.

1. Community (15%)

• Processes monetary donations (including cash, cheque), issue tax receipts in Shelby and thank you letters, and process related reporting and filing.

• Liaises with donors in a pleasant manner through phone and email regarding donations and tax receipting.
• Assists the Community Engagement Coordinator with the creation of document briefs, Excel spreadsheets used for volunteer statistics analysis, and other word processing tasks
• May provide volunteer orientation support for Alumni volunteers
• Represents Harbour Light at community events; supports the Community Engagement Coordinator with event preparation, set up, take down

This role may perform other duties and other accountabilities as required.

HOURS: Monday to Friday, 8:30am to 4:30pm. The hours of work will total 37.5 per week. This includes 7.5 paid hours and .5 hours unpaid meal break each day.

Education, Qualifications and Certifications:

• Completion of a formal post-secondary/college program of two academic years in a related field (office administration, human resources, bookkeeping, etc.).
• A diploma in a relevant field of study (e.g. office administration, human resources, bookkeeping, etc.) is an asset
• Criminal Record Review Program clearance

Experience and Skilled Knowledge Requirements

• A minimum of three (3) years of related experience.
• A minimum of two (2) years administrative experience, preferably in a non-profit setting
• At least one (1) year of administrative experience in a unionized environment would be a considerable asset
• At least one (1) year of HR-specific administrative experience, particularly with a cloud-based HRIS (e.g. UltiPro, Workday), would be a considerable asset

Skills and Capabilities:

• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
• Intermediate to advanced computer skills, particularly Outlook, Word, and Excel
• Experience with Workday, UltiPro, or other HRIS is a significant asset
• Strong attention to detail and accuracy with high-volume data entry
• Exceptional interpersonal and communication skills
• Proven organizational, time management, and prioritization skills
• Additional language skills are an asset

The Salvation Army will accommodate candidates as required under applicable human rights legislation. If you require a disability-related accommodation during this process, please inform us of your requirements.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.