Office Coordinator - Jobs in Ottawa, ON

Job Description

OFFICE COORDINATORThe Ottawa Food Bank is a highly respected social service agency with a mission to collect and distribute food to its network of agency partners, who in turn serve clients in need throughout the city. Established in 1984 to fight community hunger, the Ottawa Food Bank has been serving the community’s most vulnerable people with respect and dignity, providing healthy, accessible, and sustainable food for all. We are currently recruiting an Office Coordinator to join our team.SUMMARYThe Office Coordinator plays a key role in supporting the Manager, Administration in ensuring that all office and IT functions throughout the Ottawa Food Bank are running efficiently and effectively. Acting as a “right hand” to the Manager, Administration, the Office Coordinator is proactive in identifying and implementing opportunities for process improvement and taking actions to resolve issues that arise.The Office Coordinator provides administrative and technical (IT) support services across the organization and provides bilingual client service to the Ottawa Food Bank’s clients.KEY DUTIES AND RESPONSIBILITIESIT SUPPORT (70%)

• Facilitates the effective onboarding of new employees by ensuring that all IT and administrative needs, such as computers, phone, building access, office equipment, physical space requirements, etc. are in place. Coordinates with the external IT service provider to ensure requirements are in place and to resolve any related issues.
• Acts as the first point of contact for staff IT needs, such as the acquisition or replacement of equipment (e.g. computers, monitors, phones, computer accessories), software and applications (e.g. MS365 user management, phone and VOIP system support, internet and VPN services).
• Maintains a strong working relationship with our Managed Service Provider (MSP). Shares opportunities and challenges that arise and keeps them informed of upcoming changes that could impact the Ottawa Food Bank’s technology needs.
• Works closely with internet, phone, and mobile device suppliers to ensure the Ottawa Food Bank is getting the best possible service and works with providers to resolve service issues. Monitors and reports on service levels to the Manager, Administration.
• Solves administrative and routine IT issues. Escalates issues to the service provider as required and ensures that that the client issue is resolved by the service provider.
• Suggests and implements improvements to administrative and IT standards, controls and processes. Assists the Manager, Administration in reviewing and improving administrative and IT processes and procedures.
• Tracks Ottawa Food Bank fixed IT assets through an asset management system. In conjunction with the service provider, develops and implements a schedule for the replacement of IT assets. Prepares annual budget and supporting documentation for IT asset replacement.
• Maintains an in-depth technical knowledge of the Ottawa Food Bank’s applications and conducts IT user satisfaction surveys to measure the performance and effectiveness of internal and outsourced IT resources.
• Trains staff on software, including the use of MS365, and monitors and supports the staff in appropriate use of technology and data management.
• Researches and evaluates potential new technology solutions.

ADMINISTRATIVE SUPPORT (30%)

• Occasionally manages short-term projects
• Provides administrative support to other teams as requested.
• Answers general phone and in person inquiries, including clients in distress, anticipating their concerns, and directing them to appropriate community services.
• Provides support and coverage to the Receptionist/Administrative Assistant and the Intake Worker, assisting staff and clients, greeting visitors, donors, and volunteers in a professional and friendly manner.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS

• Diploma or degree in office administration and 2 years of experience in a similar role, or an equivalent combination of experience and education.
• Experience or education in project management.
• Previous experience with client intake or working directly with vulnerable people would be an asset.
• High level of proficiency with technologies and Microsoft applications (Word, Excel, Outlook, Teams, SharePoint, OneDrive, Forms, etc.) and standard office equipment.
• Experience with office IT services and phone system management is an asset.
• Ability to remain flexible and adaptable while planning and prioritizing work.
• Demonstrated proficiency in problem-solving.
• Demonstrated warm and positive attitude.

RESPONSIBILITY FOR CONTACTSThe work involves ongoing, regular contact with co-workers to provide administrative and IT support services. The incumbent will work with IT, VOIP, mobile and other service and technology providers to escalate and resolve issues.The incumbent works with volunteers, donors and the public when covering Reception. Tact, discretion, empathy, and good manners are necessary.PROBLEM SOLVINGThe incumbent is required to resolve issues related to IT, VOIP and office technology, as well as determine root causes of recurring issues, and implement corrective measures. The incumbent will also address issues related to the effective onboarding of new employees.SUPERVISIONThis position does not have supervisory responsibilities.CONSEQUENCE OF ERRORSErrors or poor management of priorities can negatively impact the efficiency of other staff members. Errors related to home deliveries could negatively impact the delivery of food to clients. Poor management of supplier relationships, or poor judgement in responding to IT issues could result in higher costs. Mishandling client, donor or volunteer communications can damage the reputation of the Ottawa Food Bank.WORKING ENVIRONMENT AND TRAVELDuties are performed in an office environment. Travel is not required. This role requires excellent attendance and punctuality.PHYSICAL AND MENTAL REQUIREMENTSOccasional bending, twisting, and lifting is required when setting up workstations.LANGUAGE REQUIREMENTSThe ability to fluently speak and write in English and French is required. The ability to speak additional languages is considered an asset.CompensationSalary is commensurate with experience. The salary range for the position is $50,000-$70,000 annually, with a hiring range of $50,000-$60,000.The Ottawa Food Bank also provides a comprehensive benefits plan, including prescription drug, dental, and health coverage, a retirement savings plan, and a health and wellness spending account.*HOW TO APPLY*In your cover letter please share what makes you an ideal fit for this position and why you want to join the Ottawa Food Bank. If you are interested in this position, but do not have all the qualifications listed, we’d still like to hear from you. We recognize that people gain skills and experience through different paths.The Ottawa Food Bank values diversity in our workforce. We invite applications from all qualified persons, including persons with disabilities and members of the LGBTQ2S+ and BIPOC communities. Please let your recruiter know if you require accommodation at any stage of the recruitment process.Job Type: Full-timeSalary: $50,000.00-$60,000.00 per yearQuick Apply

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