Office Administrator

More Than A Roof Housing Society employs local men and women with an ‘urban missionary’ mindset. Our mandate to ‘do life and build community’ with people brings us very close to those we intend to serve through the provision of stable, affordable housing. Creating healthy community requires care and commitment, so we look to hire people skills coupled with competence and ability for each position. MTR promotes a Christian faith based, team setting where we work together and support one another in an atmosphere of honesty and inclusion. We attract people with integrity, compassion, and a heart for the work.

Purpose: To serve on the head office team to provide administrative and clerical management and oversight to all employees, including the executive team, and ensure effective and efficient operations while upholding the mission, vision and values of More Than A Roof Group.

Report to: Sr Director – People & Culture

Permanent, Full Time – 40 hours/week

Head Office Administration and Communications

Be responsible for various administrative tasks at the Head office and own the role and space. Administrative process can vary at the head office based on ongoing priorities and processes required for those priorities. Support the organization and leadership in roll out of those processes and tools as they get developed.
Respond to telephone, fax, mail and e-mail inquiries daily to ensure efficient and timely communications. This could be through desk phone and Business connect app as well as any other modes of communication that can be identified for the organization from time to time.
Route information and communication to appropriate staff/board member as required
Maintain and troubleshoot telecom systems within head office. Manage our current telecom system providers (Shaw and Telus currently and can change in the future)Double check billing, and cheques from Shaw and Telus. Cancellations for Shaw and Installation orders with Telus for MTR sites. Troubleshoot, internet, phone, cellphones for all MTR Maintain Security System at Head Office.
Check mail on a daily basis, distribute to appropriate staff member or respond as necessary
Maintain organizational contact listsOrder, track and distribute PPE for MTR sites
Other responsibilities as may come up from time to time with respect to the

Produce and distribute correspondence memos, letters, faxes and forms
Prepare cheques for mailing, visit post office 1-2 times a week for registered letters.
Assist in the preparation of regularly scheduled reports. The reports can vary from time to time and depends on priorities at the time.
Communicate with volunteer groups to coordinate their activities
Handle and oversee the Telephone switch and direct calls as required.
Manage the office cellphone plans, liaison with Telus and track payments and cellphone instruments with employees.
Create Employee ID, contractor, volunteer Badges, maintain log.
Create and publish HO communication mailer. Head of the month Email. (Monthly Newsletter)
Coordinate and host HO prayer meets and staff meets.
Host and organize HO sponsored staff meets, external and internal events, supporting the senior leadership team leading those.
Office Procedures

Maintain an office, obtain office supplies and equipment servicing as required
Develop and maintain a filing system and archive files annually or as needed
Order, track and maintain office supplies
Provide general support to visitors
Maintain and order the supply of forms, business cards, letterhead, etc.
Other duties as assigned by COO & Senior Leadership Team
Administrative support to senior leaders
Owning the office space around Head office – Keeping it neat and well organized.
Disposing documents, shredding docs out of timeline
Other Office procedures that this role should identify to improve office procedures through self-initiative
Meetings & Events

Where directed, prepare for head office and executive team meetings and plan necessary food, materials, etc.Attend meetings as required
Responsible to minute the meetings and distribute in a timely fashion

Book necessary travel arrangements
Plan and assist with the co-ordination of staff functions, society sponsored events or other group events and maintain adequate records of the functions
Participate in Board meetings, document minutes and organize the venue, catering and other meeting arrangements for Board Meetings.
Maintain Head office calendar of events, upkeep of facilities
Represent Head office on the MTR Health and Safety Committee meeting and record minutes
Social Media and Web:

Own the MTR social media sites and mediums. Create and curate content as required for all relevant social media channels in alignment with current social media policies
Provide updated content for websites and online forums as required
Populate and update the More Than A Roof LinkedIn page
Other online communication and content management as required
Candidate should have a class 5 drivers license and preferably have own car. To apply, email your resume, cover letter and a Statement of Faith to humanresources@morethanaroof.org. Only shortlisted candidates will be contacted.
Job Types: Full-time, Permanent
Pay: $24.00 per hour
Benefits:

Casual dress
Commuter benefits
Company events
Dental care
Disability insurance
Extended health care
Flexible schedule
Life insurance
On-site parking
Paid time off
RRSP match
Vision care
Wellness program