Job Description: Administration Coordinator
Reporting To: Manager, People & Administration
Purpose: To provide efficient, timely support to the Foundation team, helping to achieve operational effectiveness and efficiency.
Overview:
The BC Parks Foundation’s mission is to enhance and pass on the legacy of BC's world-class parks system so that it flourishes forever. We are the official charitable partner to the sixth largest parks system in the world, with over 1,034 parks and more than 26 million visits/year. Our goal is to create the greatest system of parks and protected areas in the world. In the last several years, we have achieved outstanding growth and results, and we pride ourselves on our entrepreneurial and innovative approach.
We Are:
- A successful and growing charitable organization with a stellar track record and significant opportunities ahead
- A warm, positive, hard-working team who are passionate about parks and wildlife in British Columbia
You Are:
- A highly productive, detail-oriented and organized person with a strong ability to exercise discretion
- A team-player who enjoys a multi-faceted environment that provides you with new challenges and opportunities for learning
- A clear and confident communicator, with a good sense of humour and positive outlook who loves spending time outside and is passionate about BC's beautiful parks
Role Summary:
Working independently to balance changing priorities, the Administration Coordinator will assist the Manager, People & Administration to address the general administration needs of the Foundation. The Administration Coordinator will contribute to a constructive culture that values respectful and caring relationships, good systems and processes, and outstanding results.
Responsibilities:
The Administration Coordinator’s responsibilities include:
Operations
- Providing an exceptional customer service experience to internal and external stakeholders while meeting or exceeding the general administrative needs of the organization
- Assisting callers by routing call as appropriate, answering questions and providing information on the Foundation and our programs
- Ordering office equipment and supplies and tracking asset assignments
- Providing support to the merchandise program including answering enquiries and processing wholesale order payments
- Assisting with tracking of deliverables on land purchases and supporting parks bank initiatives
- Providing IT support to the team by troubleshooting and resolving routine issues and initiating tickets for external IT support as needed
- Tracking contracts and collecting supporting documentation such as insurance and WCB certificates
- Building and maintaining effective office systems and maintaining clear and accurate documentation of processes
- Researching and providing input on software, applications or systems to improve efficiency and effectiveness
- Providing backup support to other administrative roles
Donation Administration
- Accurately recording donations from all sources in the CRM and administering recurring gifts
- Ensuring data integrity in the CRM, cleaning up duplication, missing information, and troubleshooting and resolving import errors
- Issuing tax receipts and gift acknowledgements
- Creating new campaigns in the CRM and linking to the payment processor and website to ensure efficient flow of donations
- Grant tracking and administration, including cataloguing deliverables
- Optimizing the CRM and other donor / grant / project management tools to ensure accurate tracking and satisfaction of deliverables on a timely and efficient basis
- Designing and producing reports on key metrics such as donation and recurring revenue results, and donor profiles
Finance
- Processing payments via credit card
- Assisting the Finance team to collect invoices and receipts and submitting for processing
- Recording donation deposits to the bank in the CRM
- Maintaining organized digital files and supporting documentation
- Providing ad hoc reports and analysis to support the Finance team with coding and meeting audit requirements as needed
All employees are expected to carry out a range of functions beyond their core roles when necessary. As such, the Administration Coordinator may be asked to carry out other tasks to support the operation of the organization.
Qualifications and Experience:
- Certificate or Diploma in Administration, Management or related field plus two (2) years of office experience or an equivalent combination of education and experience
- Thorough knowledge and experience using Microsoft Office 365 and Adobe Acrobat
- Prior experience with Salesforce is an asset
- Exceptional customer service, interpersonal and communication skills
- Excellent organizational skills and the ability to exercise discretion and maintain confidentiality
- Ability to work independently and in a team environment
- Ability to prioritize, track and report on multiple tasks without constant supervision
Hiring Policy:
BC Parks Foundation is committed to employment equity:
- Preference may be given to candidates with experience with Indigenous and/or other diverse cultures (this includes learning and/or applying information and practices of your culture or that of another culture)
- Those identifying as being part of groups which are underrepresented or have additional barriers to the labour market are encouraged to apply
About the Position:
- This is a permanent, full-time position
- The successful candidate may have the opportunity to work in a hybrid model (combination of in-office and flexible work location), based on operational needs
- Desired start date is approximately September 5, 2023
Deadline: Posting will remain open until filled
