John Howard Society of Manitoba Inc.

Job Posting The John Howard Society is a not-for-profit organization with approximately 30 employees covered under a single collective agreement.

Position: Admin/Building Coordinator

Position Status: 1.0 - Full-Time

Employment Type: Unionized

Position Salary: $22.58

Hours: 37.5 hours/ week. Monday – Friday (8:30 am or 9:00 am – 4:30 pm or 5:00 pm)

Benefits: Generous benefits package after the successful completion of six months of employment

Tentative Start Date: ASAP

POSITION SUMMARY – Administrative Assistant, Building Coordinator

Reporting to the Director of Programs and in alignment with the mission, values, and principles of the John Howard Society of Manitoba, Inc. (JHSM), The Administrative Assistant, Building Coordinator, provides comprehensive support to employees, staff, and management by executing a range of administrative tasks, as well as serving as the first point of contact for the agency. This position is also responsible for ensuring the scheduling of repairs and maintenance for the overall building, which is owned by the JHSM.

MINIMUM REQUIREMENTS - Education and Experience

- Completed (minimum) Grade 12 education with a post secondary degree or diploma in the related field or a suitable combination of experience and or training.
- Proficient understanding of office procedures and practices, including word processing, data entry, document filing, faxing, and photocopying.
- Strong verbal and written communication skills, with the ability to convey information clearly and effectively.
- Advanced proficiency in English, with a solid grasp of grammar and spelling.
- Demonstrated experience working with individuals from diverse cultural backgrounds, fostering inclusivity and understanding.
- Experience engaging with individuals who have been involved in the justice system, demonstrating empathy, professionalism, and discretion.
- Commitment to maintaining strict confidentiality in accordance with agency policies and standards.
- Must provide an up-to-date Criminal Record Check, including the vulnerable sector search, and Adult Abuse Registry check.

REQUIRED ATTRIBUTES

- Exceptional written and verbal communication skills, demonstrating clarity, professionalism, and effectiveness in all interactions.
- Strong organizational and time management abilities, capable of prioritizing tasks to meet deadlines efficiently.
- Consistency and attention to detail in following established processes and performing daily responsibilities.
- Proactive, self-motivated problem solver with a demonstrated ability to anticipate needs and address issues independently.
- Ability to read, analyze, and interpret diverse information and data with accuracy and insight.




- Proficiency in utilizing office technology, including email, scheduling tools, and other relevant software applications.
- Strong interpersonal skills, fostering positive relationships with team members, clients, and stakeholders.
- Flexibility and adaptability to handle a dynamic work environment with changing priorities.
- High level of confidentiality and discretion when handling sensitive information.
- Demonstrated ability to work collaboratively as part of a team while maintaining autonomy in individual tasks.
- Exceptional organizational abilities to manage schedules, maintenance, and administrative tasks efficiently.
- Proactive approach to identifying and resolving issues quickly and efficiently.
- Familiarity with building codes, safety regulations, and maintenance procedures.
- Keen eye for detail to ensure the building is maintained to high standards and issues are addressed promptly.

POSITION BENEFITS

- The Employer contributes to benefits including medical, dental, vision, life insurance, and pension.

DUTIES AND RESPONSIBILITIES - Administration

- Serve as the first point of contact for clients and visitors, providing a welcoming and professional demeanor in person, over the phone, and via email.
- Manage a multi-line telephone system, efficiently directing calls and inquiries to the appropriate departments or staff members.
- Respond promptly and professionally to emails, ensuring accurate communication and timely follow-up.
- Provide administrative support to employees by receiving, sorting, and distributing incoming mail, and outgoing mail.
- Provide support to the accountant by monitoring invoices and credit card usage, preparing bank deposits, tracking building and office supplies expenses, tracking postage, and preparing monthly billing.
- Perform accurate data entry, maintaining updated records and databases as required.
- Prepare, proofread, and distribute documents, reports, and correspondence as directed by the Executive Director.
- Organize and maintain physical and electronic filing systems, ensuring easy access and compliance with agency standards.
- Operate office equipment such as photocopiers, fax machines, and scanners, ensuring proper functionality and resolving minor technical issues as needed.
- Support meeting preparation, including scheduling, setting up conference rooms, and preparing materials.




- Assist with administrative tasks related to special projects, events, or initiatives led by the management team.
- Assist in the preparation of agency events such as the organization of the annual general meeting, open house, etc.
- Ensure confidentiality and security of sensitive information in accordance with agency policies.
- Act as a liaison between staff, clients, and external contacts, fostering effective communication and collaboration.
- Proactively identify opportunities to streamline administrative processes and improve efficiency.
- Monitor the security clearance process for ensuring access to correctional facilities.
- Oversee and supervise the work of volunteers who are assisting with administrative and office duties.
- Assist with reviewing and updating job descriptions, employee contracts, etc.
- Ensuring the employee handbook is updated on a regular basis.
- Manage the onboarding process for all new staff.
- Maintain the personnel files for all JHSM staff, ensuring that information is complete and up-to-date.

DUTIES AND RESPONSIBILITIES – Building Coordinator

- Promptly respond to and resolve staff and tenant inquiries and issues, ensuring swift action is taken for concerns related to elevator operations, door and lock functionality, exterminator issues, plumbing, electrical systems, HVAC, snow removal, and window cleaning.
- Assess and schedule necessary repairs, routine maintenance, and building enhancements to ensure optimal functionality and appearance.
- Solicit and evaluate quotes for building improvements and repairs, ensuring all work is completed within the allocated budget while maintaining high standards of quality.
- Supervise the operation and maintenance of security measures, fire prevention systems, and other safety protocols to ensure the well-being of all occupants.
- Ensure adequate stock of essential office supplies and building supplies, including paper products, soap, and other hygiene items, to maintain a clean and well-equipped setting.

OUR COMMITMENT TO EQUAL OPPORTUNITY EMPLOYMENT The John Howard Society of Manitoba is committed to achieving employment equity for designated groups in our workforce. We encourage all applicants to apply, especially candidates who identify as First Nations, Indigenous, Inuit or Metis, visible minorities or persons with disabilities who meet the required qualifications.

Members of these communities are encouraged to self-declare in their cover letter or resume.

Pay: $22.58 per hour

Advantages

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Administratrative Assistant (Winnipeg)
🏢 THE JOHN HOWARD SOCIETY OF MANITOBA
📍 Winnipeg