Coptic Orphans
  • 12-Dec-2018 to 25-Jan-2019 (EST)
  • Montreal, QC, CAN
  • Salary
  • Full Time

Office Administrator, Canada

 1. Purpose of the Job

 The Office Administrator provides a wide range of administrative support; much work will be with the donor relations staff for data entry and other administrative duties.  Additional duties include but are not limited to, management of day to day office details, answering the phone, responding to inquiries, general filing, inventory and procurement of supplies. Work with outside vendors as well as contractors.  Will be responsible for managing office volunteers as well.


2. Essential Functions and Responsibilities

 Administrative Duties

  • Answer and appropriately direct phone calls and handle general questions; eloquently greet visitors. 
  • Keep organized, accurate, and systematic files of all documents and maintain correlating soft index for easy reference.
  • Prepare outgoing mail and handle returned mail. Process and sort incoming mail.
  • Coordinate international shipping, ensuring maximum efficiency and economy.
  • Manage inventory of office supplies and other office needs; monitor and replenish after research, securing the best prices.
  • Run errands as needed.
  • Monitor inventory of communications materials, including brochures, paraphernalia, etc. 
  • Serve as a facilities manager and liaison with property management.
  • Organize, maintain, and ensure clean and presentable office appearance, including storage rooms, dedicated storage space, kitchen, and office in general.
  • Manage the acquisition, maintenance, and repair of office equipment such as copiers, scanners, kitchen equipment, and office furniture.
  • Enter data in database systems as needed. Work with the Donor Relations department as needed.
  • Serve as liaison to Headquarters Office in areas of responsibility.
  • Other related administrative and clerical duties as assigned.    


  • Record all expenses via Microsoft Excel and/or other software; prepare, record, and make bank deposits.
  • Review and examine credit card charges and invoices; pay invoices, and reconcile credit card statements.
  • Manage office petty cash, prepare checks, and record transactions.
  • Maintain financial records on country satellite office server and perform other simple bookkeeping/accounting tasks.


3. Knowledge, Education, Experience and Skills

  • Bachelor's Degree in Management
  • 3-5 years of office management experience in a professional setting, with one year of experience in accounting or bookkeeping. Exposure to nonprofits highly regarded.
  • Excellent command of English and French both written and spoken; knowledge of spoken Arabic a plus.
  • Strong interpersonal skills, integrity, and professionalism. Must be able to maintain a high level of confidence and discretion.
  • Excellent organizational skills, including the ability to prioritize and manage expectations in a constantly changing environment.
  • Must be able to work independently and problem-solve with minimal need for direction while working well as part of a team.


4. Fiscal Responsibilities 

  • Extensive contact with staff of all offices.
  • Extensive contact with vendors and service people; some contact with sponsors and donors.


5. Physical Demands 

  • Limited to walking, sitting, and occasional lifting of boxes and luggage.
  • Must be able to drive and have access to a vehicle.

 6. Working Conditions and Environment

  • May be required to work occasional extra/off-duty hours as work needs mandate.



Full Job Description
Coptic Orphans
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