Role Summary
The Office Coordinator ensures the smooth and efficient operation of L’Arche Ottawa’s Community Centre. The role involves managing daily office functions, financial administration, vendor coordination, insurance processes, facility oversight, and organizational communication.
Key Responsibilities
Mail & Correspondence Management
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Collect, sort, and distribute incoming mail, including invoices and cheques.
Office & Supplies Management
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Procure office and community centre supplies from vendors such as Costco, Amazon, and Staples.
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Manage the Staples preferred account, including payments via Visa.
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Oversee petty cash, ensuring accurate documentation and approvals.
Financial Administration
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Reconcile Visa statements and manage receipts collection.
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Process and submit invoices for monthly subscriptions (e.g., Adobe, Charity Village).
Insurance & Licensing
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Handle general insurance matters, including building and liability insurance, through L’Arche Ontario.
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Request third-party liability insurance certificates for events.
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Manage vehicle insurance, including adding drivers and handling licensing requirements.
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Renew vehicle license plates and accessible parking permits.
Facility & Vendor Coordination
Coordinate contracts and communications with service providers such as:
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Snow Removal: Process renewal contracts and review service completion.
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Lawn Care: Ensure contracts are followed and completed.
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Cleaning Services: Oversee monthly billings and ensure weekly cleaning of the Community Centre.
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Phone System: Troubleshoot and address concerns related to the phone system in homes and the Community Centre.
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Subscriptions: Manage home subscriptions (e.g., Netflix).
Technology & Office Equipment Support
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Coordinate troubleshooting for internet and computer-related issues.
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Manage photocopier maintenance and ink supply orders.
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Administer alarm system support, including code changes and access for new personnel.
FLS (French Language Services) Designation
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Ensures compliance with French language service requirements, including bilingual communication and documentation.
Website Content Management
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Updates the organizational website, in conjunction with the Community Development Coordinator, ensuring all content is accurate, current, and reflective of ongoing programs, events, and priorities.
Annual General Meeting (AGM) Report Preparation
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Supports the preparation of the AGM Annual Report by gathering departmental submissions, editing content, ensuring consistency with brand and mission, and assembling the final report.
Cross-Department Collaboration
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Works closely with Leadership, Finance, Community Life, Development, and external partners to gather information and coordinate communications.
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Facilitates smooth processes and ensures that shared projects are completed effectively and cohesively.
Administrative Coordination
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Provides administrative support including scheduling, document preparation, filing system maintenance, communication tracking, minute taking, and general office operations.
Other Administrative Duties
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Maintains and monitors organizational subscriptions.
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Manages software memberships for office staff.
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Performs additional administrative tasks as required to support community and organizational operations.
Qualifications & Skills
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Strong organizational and multitasking skills.
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Proficiency in Microsoft Office (Outlook, Excel, Word) and online account management.
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Experience with financial reconciliations and petty cash handling.
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Excellent communication skills in both official languages for liaising with vendors, staff, and external organizations.
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Prior experience in administrative roles or office management is preferred.
