POSITION:                  Administrative Coordinator

POSITION TYPE:         Full Time – 35 hours per week

REPORTS TO:              Manager of Recreation and Community Services

DESCRIPTION

The Administrative Coordinator is responsible for the day-to-day office administration, program registration, payment processing and management of reception area and general customer service.

Role and Responsibilities

• Creating, reviewing, and developing efficient office administration procedures
• Serving as the primary receptionist (answering and directing incoming calls, assisting visitors, and replying to all web-based enquiries)
• Assisting with clerical/bookkeeping duties
• Tracking and managing program equipment
• Providing administrative support for recreation programs and events
• Supporting staff and contract instructors
• Communicating with RM on building maintenance concerns
• Managing office services such as water delivery, supplies, and cleaning
• Providing support to manage IT issues and upgrades
• Managing software accounts and phone systems
• Processing payments
• Daily office upkeep

Qualifications

The Administrative Coordinator must demonstrate the following skills:

• Exceptional organizational skills and strong attention to detail
• Friendly, service-orientated personality
• Self-motivated, resourceful, and energetic
• Verbal and written communication skills

• Effective decision making and problem solving
• Ability to prioritize, organize and multi-task to meet deadlines and program requirements
• Proficient in Office 365 (Word, Excel and Outlook), and Constant Contact
• Flexibility to adjust to dynamic work environment

Knowledge & Ability

• Experience and knowledge of recreation services delivery would be beneficial
• Ability to work with minimal supervision and in a team environment
• Ability to maintain effective working relationships
• Ability to provide excellent customer service to public, community organizations, volunteers and municipal partners
• Ability to prioritize and multi-task
• Ability to handle confidential and sensitive information

Education and Experience

• Minimum high school education or equivalent
• Business Administration or training in office administration preferred
• Registration and reservation software experience preferred

Working Conditions:

• Travel using a personal vehicle is a requirement for this position
• General office hours are 8:30 am – 4:30 pm
• Some requirements to work irregular hours to participate in off hour programs, meetings and events