TIME COMMITMENT: Full Time, 37.5 hours weekly
DURATION: Permanent
LOCATION: Grimsby, ON
START DATE: Applications will be accepted until position is filled
Reporting to the Director of Finance & Administration, and providing support and direction to the Facilities Coordinator, the Operations Lead contributes to the team responsible for the management of all the financial and facility operations of Bible League Canada.
Specific Responsibilities include:
OPERATIONAL SUPPORT
Oversight of Facilities Coordinator
· Conducts weekly 2:1 scheduled meetings and informal discussions with Facilities Coordinator and Director of Finance & Administration to ensure they are moving in the direction of both the team and its members’ goals
· Together with the Facilities Coordinator, triage and direct incoming & outbound mail and shipments, couriers
· Reviews and approves Coordinator’s expenses
· Provides direction, oversight and follow up on Coordinator’s tasks
o Sets specific, measurable, achievable, relevant and time bound maintenance objectives
o Approve and track attendance
o Provide oversight and direction to Facilities Coordinator for supplier contracts and building service providers
o Provides daily direction and support to the Facilities Coordinator in maintaining the facility, and backfill during absences
o Provides back up support as needed to the Facilities Coordinator for meeting room set up
o Assist Coordinator with minor building repairs
Capital Projects & Repairs
Support the Director of Finance & Administration with planning, logistics and tasks related to office space and property improvements, which could include:
· Team and meeting space improvements
· Office space renovations
· Repairs and upgrades to property, building and landscaping
· Appliance & fixtures upgrades
Facility/Property Special Events Rentals
· Develop a rental and usage policy for external stakeholders and interested parties for booking events and meetings
· Receive and manage requests for outside interest room bookings/rentals and liaises with external and internal contacts on reservations and logistics
Security
· Administers online security access software and keycard maintenance
· Liaises with alarm monitoring company and assigned staff
· Develop a 3rd party alarm response protocol
· Together with Facilities Coordinator, contribute to the provision of a safe workspace for staff through responses to Joint Health & Safety Committee issues
General Office Communications & Supplies Management
· Provide oversight to the triage and direction of incoming calls and generic corporate email accounts, switchboard administration and backup phone scheduling
· Maintain and fulfill office supply orders and furnishings/equipment orders
FINANCIAL SUPPORT
Audit Committee
· Assists with logistics related to scheduling, minutes and action items
· Supports Audit Committee members as needed (correspondence, technology, travel arrangements)
· Supports and facilitates the external auditors’ onsite visits
Budget Management
· Together with all members of the Finance & Administration team, assist the Director of F&A with Strategic Planning (preparation, meetings, goal setting, draft budget requests)
· With input from members of Finance & Administration team members, work in tandem with the Manager of Finance to assemble information for the draft annual team budget
Risk Management
· Supports the Director of Finance & Administration and Manager of Finance in the life cycle maintenance of the risk register
· Corresponds with insurance agency with regard to renewals, claims and changes in coverage
· Liaises with insurance agency and employees to manage transportation protocols, rental agency support, accident claims and appropriate individual liability coverage for work-related travel
File Maintenance
· Maintains supporting files and records for Finance & Administration team
· Maintains filing of Joint Ministry Agreements paperwork and hard copies/signatures and partner agencies’ annual reporting
· Maintain supplier contracts
· Maintain archives, provide oversight for file retention and destruction
Education and professional accreditation:
College certificate in operations, business or accounting
Experience
1-3 years of experience and proven abilities in managing people and projects
Previous experience in operations and finance-related fields is a strong preference
Demonstrated project management and problem-solving skills; data analysis experience an asset
Familiarity with, or previous training in WHMIS and health & safety
Technical Skills:
Strong verbal and written communication skills
Accurate, with keen attention to detail
Strong organizational and time management skills
Proficient with MS Office software and spreadsheets
Ability to self-motivate and to work independently with minimal supervision
Reliable, with the ability to take initiative, define problems, and recommend solutions
This position requires the ability to lift 12 kgs
Familiarity with basic power, hand tools and property maintenance equipment an asset
Interpersonal Skills and Personal Attributes:
Knowledge of and a passion for Bible League Canada and its work
Excellent interpersonal skills
Flexible and adaptable to changing conditions, shifting priorities
Able to multi-task, prioritize and work well in a busy environment
Proven ability to handle confidential information
Required Commitment:
Follower of Jesus Christ who wholeheartedly subscribes to Bible League Canada’s faith and lifestyle policy documents
Knowledge of and a passion for Bible League Canada and its work
In fulfilling your responsibilities, you will be required to pray for and minister to people who contact Bible League Canada either in person, or by phone or other electronic communication, in general inquiries, at conferences and events or fundraising activities
Here’s why we think you will love joining Bible League Canada:
Our ministry: All peoples. Everywhere. Transformed by the living Word of God.
Our culture: Certified as a Best Christian Workplace-Flourishing category by Best Christian Workplaces
Our team: Supportive, encouraging and positive environment
Our commitment: Team building, professional development, personal growth
Our plan: Competitive compensation, RRSP matching, outstanding benefits package, flexible work arrangements
For further information about Bible League Canada, please visit our website at www.bibleleague.ca.
Please submit your cover letter and resume or inquiries to:
Contact Person: Teresa Sennema, Manager of Administration
Email: tsennema@bibleleague.ca
Bible League Canada would like to thank those who have applied; however, only short-listed candidates will be contacted.
Accommodations in the selection process are available, upon request, for applicants with a disability, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).