CICS is a registered charitable organization with a mission to empower newcomers in settling and integrating as contributing members of Canadian society through diverse, professional and innovative programs and services. We work to enable newcomers to fully integrate, participate and contribute to all spheres of Canadian society. Our success stems from our workforce culture bound by three core values: Compassion, Inclusion and Collaboration.
Ref.: 58 - 23 / Office Administrator (Facility Rental English/Cantonese/Mandarin)
Job Title: Office Administrator - Facility Rental
Work Locations Immigrant Resource Centre (IRC)
Team/Unit: Community Service & Facility/Operation
Weekly Hours: 35 hours per week; require working on Saturdays and irregular hours including evenings, weekends and some holidays
Salary: Commensurate with experience
Essential duties and responsibilities
This position reports to the Manager of Operation and Facility.
• Primary responsibility is to provide administrative support to Facility Rental at IRC:
• Respond to rental enquiries (telephone, online or walk-in enquires) and facility showing, facility booking and setup;
• Provide rental quotation, prepare rental agreement;
• Act as the primary on-site contact with short-term renters;
• Arrange inspection and cleaning after rental event;
• Schedule and communicate with caretaker and cleaner for rental events
• Promote CICS facility rental – update website information on facility rental
• Support IRC tenants on day-to-day facility issues as the on-site contact
• Process payments, receipts, cash journal and refunds for rentals and community service programs;
• Prepare financial summaries for rentals and community service programs;
• Prepare payment requisitions for caretaker and cleaner for services related to rental events;
• Review A/R balances of rental contracts and follow up with accounting team on any outstanding invoices;
• Assist with IRC facility matters, communicate with team members regarding deliveries, maintenance and repairs needs;
• Provide back-up support to team members during short-term absence;
• Perform other unplanned task or duties of a transient nature as assigned by the supervisor
Qualifications/ Knowledge and Skills:
• Post-secondary education in the field of Office/Business Administration, Accounting, Customer Service or minimum 2 years of equivalent experience, preferably in non-profit setting;
• Strong communication skills; verbal and written fluency in English, Cantonese and Mandarin is required;
• Excellent customer service skills and experience in problem solving;
• Strong organizational skills and attention to details;
• There is frequent email communication with renters, potential renters, and internal staff about facility rental quotations and procedures. Strong email communication skills an asset.
• Demonstrate self-motivation and initiative and work under limited guidance / supervision;
• Accuracy, diligence and a willingness to accept responsibilities;
• Demonstrated ability using MS Office applications (Teams, Outlook, Word, Excel, PowerPoint) and virtual meeting technology such as Zoom;
• Ability to cope with changes and be flexible in scheduling; willing to work weekends and/or evenings to accommodate agency or rental events
• Some physical effort is required, such as moving or lifting of tables and chairs, AV equipment, office equipment or filing materials.
• Satisfactory results in vulnerable Sector Screening is mandatory.
All resumes are to be sent to CICS by email: hr@cicscanada.com by 5:00 pm on November 17, 2023.
Application should quote:
Job # 58-23 Office Administrator (Facility Rental English/Cantonese/Mandarin) and address the covering letter to: CICS Hiring Committee - 2330 Midland Avenue, Toronto, ON M1S 5G5 |
