Office Coordinator – Wildlife Habitat Canada

Job Description:
Reporting to the Program Director with day-to-day supervision:
The Office Coordinator will play a key role in the overall workplace experience as this position will be responsible for coordinating office operations and being an ambassador for our workplace culture. The role will include supporting the
WHC Board of Directors and subcommittees, as well as leading various office initiatives to keep WHC running smoothly and efficiently on a daily basis. The Office Coordinator will additionally be our primary liaison with our internet service provider, courier services, required office vendors and cleaning services.

Duties and Responsibilities
Governance support:
Support all WHC Board of Directors members with WHC tasks, materials, inquiries, meetings, etc.
Assist with organizing and scheduling special events, board and member meetings
Arranging venues, catering, field trip events, and other event services, as needed.
Arrange travel for the WHC senior management (Executive Director, Program Director and Finance and Administration Director).
Schedule meetings for the Executive Director, as required.
Provide support to WHC management staff, as required.
Maintain constant, open lines of communication with management, staff and vendors to ensure proper operations of the organization.
Actively pursue strategic process improvements and operational objectives to increase efficiency.
Develop and oversee the implementation of operating policies and procedures. (e.g. documentation retention/archiving, office equipment use, etc.)
Maintain an inventory of office equipment across the organization.
Welcome WHC guests, visitors and clients and provide general information for inquiries (minimal).
Handle incoming/outgoing mail, product orders, general mailbox emails and inbound calls; taking detailed messages and directing accordingly, as well as processing orders.
Receive letters/packages from couriers and deliver to the appropriate individual.
Prepare and ship all orders, art pieces/prints, etc.
Manage office filing and handle general bookkeeping activities in support of the Finance Director.
Handle information and data with integrity and confidentiality.
Other tasks as assigned.

Skills and Experience
Demonstrated experience in business administration, executive administration, office management or project coordinator role.
Organization, time management and prioritization skills.
Basic knowledge of accounting.
Exceptional communication skills, positive attitude and diplomatic approach.
Ability to develop, implement and review office related policies and procedures.
Experience using/troubleshooting various types of office equipment. (copier, scanner, automated phone system, postage meter, etc.)
Proficient in MS Office (Outlook, Word, PowerPoint and Excel)
Ability to take initiative, problem solve and make decisions within job scope to improve efficiency.
Able to effectively prioritize and establish/work on multiple projects simultaneously; including providing concise project status updates.
Works well independently and collaboratively within a fast paced environment.
Must have sound judgement.
English (bilingual is preferred)
COVID-19 Considerations
As this in an on site role, candidates will be subject to any COVID-19 protection measures established by government, the office building management and WHC direction.

To Apply
Please submit a cover letter outlining how your skills, knowledge and experience make you a good candidate for this position, and resume (MSWord or PDF only) by email to Jessica Burns, Program Director at by Monday, February 21, 2022.