All jobs in Administrative Jobs

Closing Date: 06/12/2024

Hourly Rate/Salary: $47.72 Per Hour to $63.63 Per Hour/$ 86,858.00 - $ 115,812.00 
Hours of Work: 35 
Work Location: Civic Centre/Hybrid
Department/Division/Section: CPS/Corporate Services Dept , CPS/IT Division , Enterprise Business Solutions 
Non-Union/Union: Non Union 
 

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online. 

All personal information is collected under the authority of the Municipal Act. 

Reporting to the Manager, Portfolio and Building Services, the Operations Administration Support Officer (OAS) Non-Market Housing Operations works with COV tenants, community partners, Residence Managers, and Residence Attendant Shift Leads to develop effective follow up responses to operational priorities.

The OAS is responsible for supporting the day-to-day operational administrative requirements, tenant inquiries, facility maintenance support, housing applications, and file maintenance in the City of Vancouver’s (COV) Non-Market Housing Operations (NMHO). Responsibilities include processing documentation related to tenant and property management administrative supports that contribute to the success of the NMHO department’s mandate and goals. The OAS performs key portfolio and administrative support functions, provides direct face-to-face and telephone-based customer service to tenants, and the public while maintaining various databases and reference points across all operational categories. 

Specific Duties & Responsibilities

Operational Support

• Works in conjunction with the Property Portfolio Assistant to prepare accurate rent calculations, subsidies, adjustments and annual reviews by analyzing and interpreting financial documents and initiates investigations when required
• Reviews and interprets tenant information to ensure accuracy and compliance regarding tenancy accounts, family composition, Declarations of Income and Assets, etc.
• Supports the initiation and maintenance of appropriate NMHO tenant and property management software systems and documentation to ensure data accuracy and effective metric reporting requirements
• Prepares accurate and effective communication documents according to guidelines and using data from various sources as required;
• Supports administrative functions as assigned relating to tenant relocation projects, tenant transfer requirements, as well as tenant eligibility statuses and maintains key tracking mechanisms to support complete operationalization of new builds and capital improvement projects or redevelopments.
• In coordination with the NMHO Facilities Manager prepares purchase orders for routine maintenance, service calls, materials and supplies, etc; coordinates vendor site visits for quote and scope generation.

Communications

• In consultation with NMHO leadership develops, prepares and disseminates communications and measures that support successful tenant relocations; coordinating vendors, site staff, and tenants or applicants.
• Provides general information regarding NMHO policies to tenants and applicants.
• Provides accurate information relating to qualifications for housing and allocation of vacancies as per COV policies and procedures;
• Manages a wide variety of situations in serving clients with a range of physical, behavioural and social issues.
• Co-ordinates the showing of units to prospective tenants, receive rental applications, perform past residence and income checks, evaluate the data and summarize applicant eligibility status in accordance with CoV policies.

General Operational Support

• Ensures accurate tenant file management and maintains the COV’s standard filing systems.
• Prepares and records files for tenant move out and / or estate management practices and processes.
• Enters data into spreadsheets/manual, digital databases, various software platforms, etc., and generates reports.
• Compiles and maintains maintenance requests statuses and supports effective distribution of information, performs administrative follow-up.
• Coordinates and tracks Occupational Health & Safety related events
• Culls files and arranges for transfer to corporate records centre as per approved retention schedules
• Provides clerical assistance to NMHO management and other staff as required
• Provides back-up for other NMHO administrative staff as needed
• Coordinates meetings with various external and internal stakeholders, working with exempt management calendars and availability
• Drafts correspondence, agendas, records minutes, e-mails, contracts, and screens phone and voicemails to direct inquiries
• Supports project cost reconciliation and invoicing for recovery from funding partners and non-profit delivery partners

Preparation of Statistical and Demographic Reports

• Tracks and monitors tenant relocation budgets, monthly building expenses, and special events or projects.
• Report on data collected on a monthly basis to BC Housing and the COV.
• Collates financial expenses for buildings within NMHO portfolio, highlights trends or patterns for management awareness, and follow up.
• Prepares correspondence, standard reports, and analysis on property operations.
• Performs such other related duties as may be assigned.

Qualifications

Education and Experience:

• Diploma in the field of public administration, community service, or non-profit provider with considerable related work experience with an emphasis on tenant management, outreach, community development; or equivalent combination of training and experience
• Safety Oriented First Aid and CPR Certificate

Knowledge, Skills and Abilities:

• Considerable knowledge of the housing continuum, including market, subsidized and supported housing systems, including program models for special needs populations
• Considerable knowledge of legislation and regulations related to the Residential Tenancy Act
• Considerable knowledge of the social, medical, financial and community resources available to clients.
• Thorough knowledge of business English, spelling, punctuation and business math is a necessity.
• Considerable knowledge of departmental and corporate rules, regulations, policies, procedures, processes and functions is highly desirable.
• Ability to work with tenants using culturally
• Sound practical knowledge of the rules, practices and procedures of office and program administration Proficiency with MS Office programs and platforms with higher intermediate to advanced functions.
• Ability to support multiple complex administrative operational projects simultaneously
• Ability to investigate and problem solve creatively and within established regulations
• Ability to establish and maintain collaborative relationships with tenants, non-profit housing agencies, and landlords
• Ability to work under pressure to meet deadlines that are constrained by time informed strategies.
• Ability to implement tenant-centered work plans and priority projects
• Ability to facilitate and organize information meetings, take minutes, and distribute information appropriately
• Ability to demonstrate patience and tolerance and exercise tact, diplomacy and good judgment when dealing with a variety of clients, including those of diverse cultural, educational and socio-economic backgrounds and those with difficult behavioural issues.
• Ability to work with a diverse client base and with people who may have experienced abuse, poverty, grief and loss, oppression, violence, mental health challenges, and/or addiction issues, and/or those who may be living with HIV/AIDS or other life-limiting of life-threatening conditions.
• Ability to work independently and with minimal supervision
• Ability and interest in taking initiative, being flexible, adapting to change and contributing in a team environment
• Ability to assess and respond quickly and effectively to an incident and/or crisis.
• Ability to constructively resolve conflict with co-workers, management and external services
• Ability to interpret and understand financial documents received from tenants
• Ability to prioritize, multi-task and process a large volume of work in a fast-paced environment with a high degree of accuracy while meeting prescribed deadlines
• Ability to respond to emergencies after regular work hours, walk long distances, climb stairs and carry heavy items
• Ability to meet transportation needs

Record Checks:

• A Police Record Check is a requirement of this position.  A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: July, 2024

Salary Information: Pay Grade GR-020: $35.72 to $42.04 per hour

Application Close: June 12, 2024

We're looking for an Administrative Support Agent II to join our growing team!

What you will accomplish with us :

• Perform various daily administrative tasks such as shipping documents, materials or correspondence, data entry, scanning or filing, requesting materials or supplies, setting up workstations, etc.
• Open files (no ACD, Automatic Call Distribution), and also manage the ICN tool.
• Manage correspondence and ensure quality and accuracy of information.   
• Copy data from documents or databases using our standardized methods.
• Respond to a variety of requests.
• Support projects or new initiatives upon request.

What you'll get out of it:

• Administrative Technician or equivalent combination of education and experience
• Minimum 5 years' experience in an office environment
• Excellent customer service and relationship building skills
• Exemplary written and verbal communication skills
• Highly organized and able to effectively manage workflow without continuous supervision
• Team spirit and positive attitude
• Ability and willingness to learn
• Proficiency in MS Office (Word, Excel and PowerPoint)
• No Canadian work experience required, but must have authorization to work in Canada.

What we offer

Working here means you'll be empowered to be and do your best every day. Here is some of what you can expect as a temporary member of our team:

• Inspiring leaders and colleagues who will lift you up and help you grow

• Access to tools and resources to support physical and mental health, embracing change and connecting with colleagues

• A dynamic workplace learning ecosystem complete with learning journeys, interactive online content, and inspiring programs

• Inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities.

• A Community Impact program, because what you care about is a part of what makes you different. And how you contribute to your community should be just as unique.

We’re looking for an Administrative Support - Mailroom Machine Clerk to join our growing team!

This position is being offered initially as a 12 month contract based out of the 700 University Ave Toronto office location. This is a full time opportunity based on a 35 hour work week (Monday-Friday) and will require the successful candidate to attend in office 5 days a week

What you’ll do here:

• Operate assigned mailroom equipment while maintaining accuracy and attention to detail of work

• Perform operational checks during machine use to ensure quality of work produced

• Set up machine according to specifications and ensure availability of appropriate materials to ensure work is processed accurately and based on client prescribed guidelines.

• Complete routine preventative maintenance on assigned machine to ensure optimal efficiency in accordance with machine maintenance procedures.

• Assist with troubleshooting basic problems/issues associated with assigned equipment where applicable.

• Provide clear communication and instructions to other team members and staff within the mailroom.

• Support additional mailroom duties as assigned

What you bring to the table:

• Administrative Technician or equivalent combination of education and experience

• 1-3 years minimum of experience in an office environment

• Experience with printing equipment and office machinery

• Highly organized and able to manage workflow efficiently without continuous supervision

• Team player with a positive attitude

• Demonstrated ability and willingness to learn

• Proficiency in MS Office (Word, Excel and PowerPoint)

• No Canadian work experience required however must be eligible to work in Canada.

#LI-Onsite
 

What we offer

Working here means you'll be empowered to be and do your best every day. Here is some of what you can expect as a temporary member of our team:

• Inspiring leaders and colleagues who will lift you up and help you grow

• Access to tools and resources to support physical and mental health, embracing change and connecting with colleagues

• A dynamic workplace learning ecosystem complete with learning journeys, interactive online content, and inspiring programs

• Inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities.

• A Community Impact program, because what you care about is a part of what makes you different. And how you contribute to your community should be just as unique.

Our employee-partners enjoy:

• Competitive Pay
• Weekly Pay Cheques
• RRSP and DPSP Contribution
• Medical, Dental & Vision Insurance Package
• Disability & Life Insurance Package
• Paid Vacation & Holidays

• Career Advancement Opportunities

Headquartered in Cincinnati, Cintas is a publicly held company traded over the Nasdaq Global Select Market under the symbol CTAS and is a component of both the Standard & Poor’s 500 Index and Nasdaq-100 Index. This compensation information is a good faith estimate and provided in accordance with applicable Pay Transparency legislation. Similar positions located outside of this jurisdiction may not necessarily receive the same compensation. The base salary generally ranges between $19.70/Hour to $24.20/Hour. This range is an estimate based on an applicant’s skills and experience.

Saputo Dairy Products Canada is seeking a passionate Sales Administration Associate to partner with the Sales Team to support the day-to-day account activities and requirements of the McDonalds & Costco Business Units in an efficient and effective manner.  The candidate will be responsible for collaborating with the various teams and departments within Saputo and the Customers as needed.  Previous experience within the foodservice and/or retail industry would be considered an asset. The successful candidate will be a self-starter, show leadership and initiative, professionalism, integrity, and attention to details which are all core Saputo Company values.  They will have an entrepreneurial flair, thrive on challenge, can prioritize the right job so it gets done on time, and can work effectively in a team-oriented, high-priority environment.

Please note this is a temporary position for a maternity leave replacement required until January 2025.

Salary: $51,595 - $67, 750

* Salary offers will vary commensurate with experience, education, skills and training

WE SUPPORT AND TAKE CARE OF OUR EMPLOYEES AND THEIR FAMILES BY OFFERING

• Generous and complete benefit coverage with group insurance
• Group retirement plan with employer contribution
• Telemedicine and assistance program for employees and their families
• Opportunity to contribute to a collective RRSP & TFSA
• Training and development programs
• Saputo Flex Program, flexible work environment (schedule/location/time off) according to department needs
• Organized activities for employees and their families 
• Advantageous discounts on Saputo products

HOW YOU WILL MAKE CONTRIBUTIONS THAT MATTER

• Support the Sales team by updating the weekly period tracking reports for the Business Units
• Manage the timely and accurate preparation and consolidation of the period end reports for both McDonalds & Costco
• Update and provide the quarterly and annual sales and revenue reports
• Support all aspects of the Sales functions including, but not limited to pricing, business reviews, customer presentations, forecasting, product demand, logistics, quality assurance and others as needed
• Support the day-to-day Distribution/Supply network relationship (Saputo & Martin Brower)
• Support the Sales team as needed in preparing for the demand planning meetings
• Support special projects as requested by the Sales team in alignment with the annual objectives collaborating with various teams within Saputo
• Communicate internally and coordinate activities across the various functions within Saputo

OTHER REQUIREMENTS

• A degree/diploma in Business administration or equivalent education and training
• 2 – 5 years Sales/Support Analyst, preferably in a packaged goods environment
• Strong communication, interpersonal and analytical skills
• Foodservice/Retail channel knowledge and/or sales experience would be considered to be an asset
• Dependable and team oriented with a history of being able to work independently
• Problem solving and decision-making skills
• Detail oriented, highly organized and accountable
• Able to work within tight deadlines in a multi-task, high priority environment
• Ability and willingness to learn the various Customer data platforms
• Proficient with Microsoft Office Suite
• Other duties, skills and requirements contained in the posting are common to the role and do not represent an exhaustive list of tasks and duties, therefore, some of the items may be subject to change based on needs of the business and job function.

To add to this expertise, we are recruiting for an Administrative Assistant for our Winnipeg office location, to join our collaborative and team focused organization.

We have a lot to offer you – profit sharing, RRSPs, benefits, professional training, just to name a few.  Find out more about our benefits: FWS Benefits and Support.

As our Administrative Assistant you will provide support to the department and Senior Management.

Position Overview:

• Prepare routine correspondence, presentations and documentation as required.
• Schedule, organize and transcribe meeting minutes. Coordinate travel arrangements when required.
•  Compile data for interdepartmental and executive reporting on KPI’s

Qualifications Needed:

• 5+ years’ experience in an administrative role.
• High attention to detail and highly organized with strong time management and prioritization skills.
• Proficient with MS Office Suite.

Want to know more?  Apply through our career board.  First time applicants will need to complete a profile.  Or send your resume to [email protected]

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
 

IS THIS ROLE RIGHT FOR YOU

In the role you will:

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 
We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success.

We are searching for an Temporary Full time Administrative Coordinator to join our London Hall team based in Halifax, Nova Scotia.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:

• Comprehensive health and dental benefits plan including an Employee and Family Assistance Program
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Employee discounts on select apparel, fitness, and retail partners through our Perks Program
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Provides support for the admission of Residents and Clients;
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material; 
• Maintains and updates Client files, and documents, including Client lists;
• Coordinates Client transportation;
• Performs basic accounting functions, which may involve Client banking reconciliation and payments on Client accounts;
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies;
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy;
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information; 
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail.

About You

• You are a graduate of an approved Office Administration or Professional Secretarial diploma.
• You have excellent computer skills and experience in Microsoft Office Suite
• Previous Long-Term Care experience is an asset.

This is a temporary full-time assignment for one year with potential for extension.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:
 
• Approximate annual salary range: $43,000 to $45,000
•Comprehensive health, vision, and dental benefits plan (eligible immediately upon hire for part-time & full-time staff) including an Employee and Family Assistance Program
• Life, travel, and other insurances
• Access to virtual healthcare 24/7 for FREE through the group health benefit plan
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Developing, implementing and managing all aspects of front office services (including infection control), maintains the system for office supplies and equipment for the facility, and assists to maintain an effective and efficient inventory system for supplies and equipment;
• Providing reception services to clients, families and visitors as required;
• Providing supportive client services e.g. assisting with new client’s orientation, maintaining client files, addressing client account concerns, maintaining client information system and census, fielding and responding to general client inquiries;
• Assists in the management of the continuous quality improvement, quality assurance, risk management and audit activities by assuming responsibility for specific elements of each, including monthly indicator collection and analysis;
• Develops and tracks purchase orders as necessary. Requisitions necessary materials, supplies, and equipment required and maintains control of storage and use;
• Participates in the process of reporting and investigating staff incidents;

About You

In addition to placing high value on continuous improvement, collaboration and accountability, you bring:

• Office administration or related professional diploma/designation (required)
• Ability to write and speak English is required, conversational French
• Ability to provide a clear criminal record check with vulnerable sector screening upon hire
• Current First Aid & CPR considered an asset
• Previous experience working in a long-term care setting or with seniors considered an asset