Position: Office Administrator
Location: Vancouver
Reports to: Human Resources Coordinator (based in Toronto)
Salary: $ 19.59 per hour; part-time 21 hours per week
Closing Date for Applications: February 10, 2012
The Office Administrator is responsible for ensuring the effective day-to-day administrative operations of Greenpeace’s office in Vancouver. We are seeking a team player with administrative experience, who enjoys work that is of a clerical nature, has an aptitude and comfort providing general IT support (including computers and other office equipment), takes initiative, "thinks on one's feet" and is willing to be: flexible, open to problem solving, and who wants to use these skills to help protect the environment.
Qualifications include:
- highly organized, attentive to detail, and able to work independently with modest direction;
- general IT trouble-shooting skills and aptitude with computers and all other office equipment as well as comfort providing general IT support;
- an ability to be flexible and to switch gears quickly when problems arise, to multi-task while solving these problems and to return to the routine work at hand when the problems are resolved;
- proven judgement and analytical skills;
- excellent interpersonal and negotiation skills (personable and at the same time persistent);
- experience working well as part of a team and the ability to foster a sense of team with colleagues in the Vancouver office as well as in the other Greenpeace offices in Canada;
- verbal and written communications skills;
- comfortable with Greenpeace’s values, goals and campaign style;
- proven experience in or commitment to maintaining an environmentally friendly workplace
- working in a comparable administrative assistant or support position is an asset;
- an ability to communicate in English is required and an ability to communicate in another language will be considered a definite asset.
Responsibilities include but are not limited to:
- Effectively administer daily operations of the Vancouver office. Oversee opening and closing of the office. Coordinate and ensure office security. Coordinate the maintenance of a clean work environment. Ensure office space is utilized effectively. Coordinate workstation assignments. Identify, resolve and improve operational and administrative problems.
- Manage the initial organization contact to the public. Maintain a suitable reception area and ensure that visitors are received.
- Facilitate the flow of information and communication within the Vancouver office. Download and distribute office voice-mail messages. Receive and sort mail, faxes and deliveries. Send and receive courier packages.
- Facilitate the flow of information and communication between the Vancouver office and the national office in Toronto. Organize Vancouver office participation in Monthly National Staff Teleconference Meeting. Identify and recommend solutions to communications issues.
- Prepare equipment reviews and develop capital expenditure proposals. Establish equipment maintenance agreements with vendors. Maintain required service levels and resolve routine failures of office equipment (photocopier, fax machine, phone system, voice mail system, mailing machines, postage meters, kitchen appliances, printers and fire alarms) on a timely basis. Purchase office supplies and ensure that they meet Greenpeace standards.
- Manage the Vancouver office administration budget. Review expenditure and income statements monthly. Accountable for office petty cash and receipt of supply invoices; review, code and submit for payment.
- Identify computer hardware and software problems and fix minor problems. In consultation with the IT Coordinator, resolve more complex computer problems or arrange for an external supplier. Create and set up new e-mail accounts and connect new users to the office network. Install updates and provide training and orientation for new staff on the various software, used by Greenpeace. Perform regular backup of office computers and arrange for offsite storage for backup media.
- Perform other duties as required.
Please send your résumé and cover letter to:
Wendy Wright, Human Resources Co-ordinator
Greenpeace Canada
33 Cecil Street
Toronto ON M5T 1N1
or Email: canadian.recruitment@greenpeace.org
Greenpeace Canada embraces equity and diversity and is committed to a workplace that is enriched by the people, needs and desires of Canada’s diverse community. We thank all applicants; however only those invited for an interview will be contacted.
