he Administration Manager will be responsible to:

Administration

Promote HIFN vision and values while presenting a positive and professional image of the organization at all times

Greet all clients, guests and visitors on arrival and escort them to their meetings and appointments

Develop and implement a process for gathering continuous feedback from clients

Assist Human Resources with the recruitment of new administrative support staff by participating in the interview process as requested

Supervise and support the administrative support staff during day-to-day operations through mentorship and coaching

Ensure productivity remains a priority by delegating work tasks for administrative support staff

Create goals and expectations for administrative support staff to facilitate their success

Oversee work projects and evaluate administrative support staff performance

Coordinate training activities and oversee staff development

Encourage open employee communication by facilitating regular one-on-one meetings with subordinate administrative support staff to give and receive feedback

Identify and monitor the organization’s culture so that it supports the attainment of the HIFN goals and promotes employee satisfaction

Work directly with Human Resources to identify, develop and implement succession and learning development programs to prepare successors with formal training, job rotation and one‑on‑one development coaching

Oversee time and attendance records for the administrative support staff, including the approval and sign‑off of time sheets and time‑off requests

Participate in performance management and progressive discipline processes for the administrative support staff within the Administration Manager capacity

Maintain strict workplace confidentiality at all times

Attend and participate in training workshops, seminars, webinars and conferences as deemed essential or mandatory by HIFN

Maintain up‑to‑date knowledge on current laws, policies and industry regulations, trends and practices that may affect the operations of Henvey Inlet First Nation

Identify any concerns, inconsistencies or changes with new and current regulations and notify leadership of recommended policy and procedural updates needed to ensure HIFN compliance

Work collaboratively with department managers to assist in the development and implementation of operational policies and procedures

Oversee the adherence to HIFN policies and procedures, operating instructions, confidentiality standards and code of ethical conduct

Keep the Director of Finance/Administration and leadership informed about business activities, potential threats, opportunities, and recommended actions

Prepare and present proposals and recommendations in a transparent and logical manner

Assist with the planning and coordination of departmental workshops, programs, events, meetings and special projects

Facilitate and oversee the completion of inter‑department reporting as required to maintain corporate compliance

Act as backup support to the administrative team by performing general office administration tasks in their absence





Answer and direct inbound telephone/email inquiries to key personnel

Manage inbound/outbound mail/postage and oversee the production and distribution of membership information packages and other print materials including flyers, posters and newsletters

Assist senior management to arrange travel accommodations for leadership, staff and members in an economical and timely fashion, including hotel bookings, car rentals, flights and so on

Attend and actively participate in all other mandatory staff and community meetings

Update and maintain HIFN website with current information, news, and events

Complete and submit an annual work plan on behalf of the administration team

Coordinate catering requests, food and gift card orders/pick‑ups and pick up order when requested

Operations

Work collaboratively with the Maintenance Supervisor to coordinate office seating arrangements for new employees including the ordering of new office furniture as necessary

Work collaboratively with IT to ensure new/existing employees have access to working phones, internet, computers and email accounts at all times

Request IT support when technology and/or connectivity issues arise

Improve organizational capability by assisting with the development of organizational assessment mechanisms, interpreting results and developing recommendations, interventions, and action plans

Create and direct long‑ and short‑term departmental goals and objectives and continually assess the department for areas of improvement

Act as a liaison between HIFN and outside agencies and maintain a good public relations program that serves the best interests of both HIFN administration and the community

Ensure administrative support staff are acting in accordance with set professional standards and code of conduct policies at all times

Collaborate with other departments to align the goals of client services with other areas of the administration

Enhance the quality of service to the membership through innovative practices and team leadership

Investigate and resolve high‑level membership needs or complaints

Communicate with Director of Finance/Administration and leadership about client services issues, as well as successes, through informal channels, written reports, and formal presentations

Handle interdepartmental issues with tact and diplomacy

Represent the Administration Department at various community, staff and band council meetings as requested

Manage and participate in various workplace committees including the wellness, health and safety, social and other committees as requested

Evaluate and implement recommendations from a variety of committees and working groups with the approval of Chief and Council





Assist in the management of building security by restricting building access to authorized external guests, facilitators, contractors, service providers and staff only

Work collaboratively with the Maintenance Supervisor to coordinate the assignment of building/office keys and alarm codes for approved key personnel

Perform weekly backups of all HIFN security camera footage

Maintain detailed records on client services and up‑to‑date visitor log book

Ensure that all employees, visitors and third‑party contractors understand and adhere to all HIFN health, safety, security and other facility policies and procedures by modeling and enforcing safe workplace practices

Work collaboratively with fire, maintenance and other departments to ensure office facilities are in compliance with safety regulations such as fire codes and accessibility requirements and report any infractions to leadership

Assist with various workplace investigations as required

Assist the Director of Finance/Administration and leadership in negotiating contracts and service level agreements for third party suppliers and providers

Manage resource allocations while keeping in mind company fiscal responsibilities

Oversee ordering of office supply inventory to ensure adequate supplies remain available at all times

Monitor inbound shipping/receiving, distributing packages to appropriate department personnel and following‑up on lost/damaged or delayed orders

Assist with vehicle insurance and plate renewals and insurance claim submissions as requested

Finance

Monitor and adhere to office and facilities management departmental operating budgets

Allocate and record incoming invoices and expenses to the appropriate account/budget

Receive and issue receipts for third‑party cash and cheque payments, remitting payments to the finance department

Assist with the review and interpretation of monthly financial statements and take appropriate corrective action in response to variances and trends

Ensure the strict confidentiality and privacy of financial records as they relate to the organization and its clients, as well as payroll and housing financial records

Assist finance department with collections issues by advising clients/business partners of A/R policies and procedures

Investigate and resolve department billing discrepancies and misapplied transactions

Make arrangements for payment of outstanding invoices, escalating late accounts to the Director of Finance/Administration for immediate attention

Collaborate with the Director of Finance/Administration to prepare and submit departmental financial records and cost reports to authorized government agencies as required

Communicate with internal/external sales representatives, vendors, accountants, government agencies and auditors as necessary to complete job duties

Assist the Director of Finance/Administration with finance meeting preparation, including gathering financial records and reports and printing/copying meeting materials

Perform other duties as assigned from time‑to‑time by the Director of Finance/Administration or Chief and Council

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📌 EO-Administration Manager (Ontario)
🏢 Henvey Inlet First Nation
📍 Ontario