Administrative Coordinator

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Ontario Water Works Association
  • Administrative / Clerical Support
  • Customer Service / Support
  • Marketing / Communications / PR
  • Member Relations
Full Time
  • Ontario - Peel Region - Mississauga (Port Credit)
Entry Level$38,000 - 42,0002020-01-102020-02-03

Position: Administrative Coordinator

Ontario Water Works Association

The OWWA’s vision is to be the leading resource for Ontario’s Water Community. We are a volunteer-driven, not-for-profit organization of more than 1,500 water professionals, dedicated to sharing knowledge and developing solutions for effective water management in Ontario.

Job Purpose

The Administrative Coordinator contributes to the efficient day-to-day operation of the office and supports new and existing programs.

Primary Duties and Responsibilities

The Administrative Coordinator performs a wide range of duties, including:

Office Administration

  • Direct phone inquiries and voicemail to the appropriate staff members
  • Reply to general information requests with the accurate information
  • Greet visitors to the organization in a professional and friendly manner
  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
  • Sort incoming mail and courier deliveries for distribution
  • Prepare and send outgoing mail and courier parcels
  • Forward incoming general e-mails to the appropriate person(s)
  • Purchase, receive and maintain the office supplies
  • Code and file material according to the established procedures
  • Update and ensure the accuracy of the organization's databases
  • Coordinate the maintenance of office equipment
  • Other duties as assigned by the Programs Manager

Financial Management

  • Code and file financial material according to established records management procedures

Communications & Marketing

  • Update the website with job postings
  • Regularly updating Association Social Media Channels
  • Working with other staff and volunteers, assist with development and utilization of communications vehicles for the organization

Projects

  • Provide administrative support to lead staff on defined projects for, or on behalf of, the OWWA, OWWA Committees or other partner organizations; assignments in this area may be outside of, or in addition to, the normal responsibilities of this position.
  • Administer the member database

Events

  • Provide on-site support at OWWA and Partner Events, as needed

Qualifications Education

  • Completion of a University or College degree in the areas of business administration/communications is required; equivalent work experience will be considered in lieu of the formal education requirements

Knowledge, Skills and Abilities

  • Computer literacy with Microsoft Office 365
  • Attention to detail to routine and repetitive tasks; takes initiative to ensure that outcomes meet internal and external member requirements and quality
  • Exceptional organizational skills, including managing multiple competing priorities/projects
  • Ability to adapt quickly to emerging priorities
  • Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines
  • Willingness to keep up with social media and communication technology developments
  • Commitment to professional development

Other Job Requirements

The Administrative Coordinator should strive to:

  • Focus on Member Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

This is an entry level position; 1-3 years’ experience in an office setting will be considered an asset.

Working Conditions & Compensation

This is a full-time salaried position based on a 37.5-hour work week. Office hours are 8:30 am to 4:30 pm, Monday to Friday. On occasion, workdays may extend beyond regular business hours.

Compensation for this position also includes:

  • Two weeks’ vacation
  • Employer paid group health benefits
  • RRSP contribution matching

Candidate must possess a valid Driver’s License and insurance and have access to a reliable vehicle.

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