Office Administrator Jobs

Position:Office Administrator

City:Airdrie

Region:Alberta

Job Type:Permanent, part-time (28 hours/week) in Chamber office

Salary:$35,000 to $37,000 per year

DESCRIPTION

The Airdrie Chamber of Commerce is a member-driven, volunteer-led organization, proudly representing the interests of businesses in our city. For 50 years, the Chamber has stood for promoting, representing, and enhancing the interests of Airdrie’s business community. The Chamber represents over 600 businesses in our region and is aligned with both the Alberta Chambers of Commerce (ACC), which represents over 25,000 businesses and the Canadian Chambers of Commerce (CCC), which represents over 200,000 businesses. With the largest and most influential business organizations locally, provincially, and federally, the Chamber network is the most unified, valued and influential business network in Canada and works together to shape policy and programs that will make a difference to businesses in our region.

POSITION DESCRIPTION

The Office Administrator is responsible for providing administrative and clerical services, coordinating memberships, accounts receivables, and general office and event administrative support to ensure effective and efficient operations of the Chamber.

Primary Duties and Responsibilities:

The Office Administrator performs the following:

General Office Support

• Respond and/or redirect inquiries promptly from current and prospective members, the public and other industry bodies by phone, email, or written correspondence.

• Greet and assist walk in traffic.

• Perform general clerical duties and maintain office files.

• Process all accounts receivables including but not limited to membership, sponsorship, and marketing invoicing.

• Process export documents and maintain tracking for billing purposes.

• Ensure office supply needs are current and order as necessary within the budget guidelines.

• Coordinate repairs to office equipment and IT support.

• Research prices and provide specs for any office furniture and equipment as directed by the Executive Director.

• Schedule and coordinate all board room calendar bookings and equipment loans.

• Ensure office space is kept clean and tidy and manages cleaning contract.

• Arrange for board and committee badges, handbooks and other materials as required.

• Arrange for meeting facilities and meals as requested by Executive Director.

• Recommend ideas for improvement and highlight any problems within the organization.

• Coordinate administrative volunteers when needed.

• Run monthly reports for accounts receivables, membership targets etc.

• Perform any other duties as required by the Executive Director.

Membership Support

• New member welcome intake and processing.

• Follow member retention cycle including by not limited to regular check ins and automated emails.

• Compile and distribute membership material, mailings and correspondence to members and potential members.

• Assist in ensuring that member files are maintained and up to date and that privacy and confidentiality is adhered to.

• Process membership renewals on monthly basis and facilitate auto-renewals.

• Evaluate membership tiers and update membership contact info in database.

• Assist in membership recruitment and retention.

• Responsible for ensuring adequate supply of member packages.

Event Support

• Create and print events materials including signage and nametags.

• Assist with volunteer recruitment and training for events.

• Assist with event logistics on the day of the events.

Qualifications Education & Experience

• A business or office administration diploma, office technology certificate or equivalent qualification in a related program

• Minimum 3 years’ experience in a related organization or field of work (nonprofit or Chamber experience an asset)

Knowledge, skills, and abilities

• Knowledge of general office practices and administration.

• Connections in Airdrie region an asset.

• Ability to establish and maintain good working relationships with other staff, members, committees, volunteers, and community partners.

• Skilled in customer service practices.

• Ability to operate office equipment i.e., printers, copiers, scanners etc.

• Good organizational, written, and verbal skills.

• Ability to multi-task and meet deadlines.

• Knowledge of community events, facilities, and business resource information.

Proficiency in the use of computers for:

• Database Management (Asset to have experience with Chamber Master database)

• Word processing (Word)

• Reporting (Excel)

• E-mail (Outlook)

• Internet

APPLICATION DEADLINE

• To apply, please email an up-to-date resume and cover letter to: Marilyne Aalhus, Executive Director at[email protected]byFriday, May 26, 2023.

The Airdrie Chamber of Commerce is committed to the principles of employment equity. Only qualified candidates will be contacted for an interview.