Community Futures Grande Prairie Hiring for Office Manager Job at Grande Prairie Full Time

Job Purpose

The Office Manager is responsible for supporting the Executive Director (ED) and Community Futures Grande Prairie as a whole. This person is responsible for behind the scenes operation of Community Futures, ensuring things run smoothly and that all employees are supported. The Office Manager provides overall support to the Agency and its programs. This will include completing general office duties, answering and directing phone calls, assisting with various aspects of programming, including writing, reporting, training and workshop support, as well as other responsibilities.

Duties and Responsibilities

Office Management

• Act as the first point of contact for all Community Futures services, ensuring a high level of customer service and professionalism when dealing with clients
• Type correspondences, input data, and create presentations, documents, and spreadsheets to assist others
• Maintain filing system and general office procedures
• Monitor incoming registrations and confirmations for all workshops
• Organizing the room for workshops and meetings
• Provide a range of administrative, and reception duties including answering phones and greeting clients
• Successfully manage client flow to provide efficient service, making referrals and handling appointments
• Use acquired knowledge to effectively handle telephone and walk-in inquiries, to provide educated referrals and to “sell” Community Futures services
• Office equipment management in conjunction with the Executive Director
• Monitor and acquire office supplies, distribute mail and handle postage purchases
• Maintain an organized work area throughout the entire office, including meeting rooms and reception area
• Assist when required, with maintenance and management of the website, and social media accounts
• Compile necessary program stats and information for the Annual Report

Organizational Governance

• Recording and maintenance of the minutes of the Board of Directors meetings, including Investment Review Committee meetings
• Ensure the necessary arrangements for the related meetings – scheduling, preparing agenda and related materials to post to MS Teams
• Maintenance of the organizations’ corporate structure with Alberta Registries

Loan Files

• Assist Business Analysts with completing loan documents, including mortgages, general security agreements, personal guarantees and other related documents

Specific work will include File and Payments Management

Regular CF Loans

• EFT Payment Processing for regular CF Loan Clients
• Updating amortization schedules according to payment adjustments
• Alerting BAs re. NSF payments and erratic payment history so that they contact clients to make payment arrangements.
• Assistance with client file setup and storage
• Address new bankruptcy documents, providing Proof of Claim, etc.

RRRF Loans (Manage all aspects of the portfolio)

• TEA Posting
• Client contacts to arrange payments and to provide support to their recovery efforts
• Referral into CF programs
• RRRF payment processing
• Delinquency reporting, update files to reflect payment adjustments authorized by Bas
• Equifax Reporting

Perform other duties as requested by the Executive Director

Qualifications

• Advanced organizational skills with the ability to handle multiple assignments
• Exceptional verbal and written communication skills with an engaging and friendly approach
• High working knowledge and experience working with Microsoft Office programs
• Ability to task-switch, detail orientated, follows instructions (Please include a cover letter with your resume and point out the three mistakes made in this advertisement)
• Familiarity with phone systems
• Work well independently and as a support system for a team
• Completion of an Administrative program or equivalent preferred
• Experience working in a professional office in a similar capacity

Hours of Work

Hours of Work are primarily Monday to Friday, 8:30 am to 4:00 pm. The Office Manager will be required to attend monthly BOD meetings and other events hosted or sponsored by Community Futures evenings and the occasional weekend.

Community Futures thank you in advance for your interest; however, only those selected for an interview will be contacted by phone or email.

Job Types: Full-time, Permanent

Salary: $19.00-$26.00 per hour

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Tuition reimbursement
• Vision care
• Wellness program

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Grande Prairie, AB: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 2023-01-10