Careers
Office Administrator
Organization: UCCSVI (Ukrainian Canadian Cultural Society of Vancouver Island)
Location
Ukrainian Cultural Centre
3277 Douglas St, Victoria, BC V8Z 3K9
Working Time
9 am – 4 pm
Tuesday – Saturday
Job Type
Full-time
Permanent
Pay range
$22 – 25 per hour
depending on qualifications and experience
Job Description:
UCCSVI is seeking a skilled Office Administrator to provide administrative support and coordinate the day-to-day operations of our organization. The successful candidate will be responsible for ensuring superb customer service, efficient functioning of the office, bookkeeping, organizing events, engaging volunteers, managing facility rentals, supporting kitchen, gift shop, and facilitating sales.
RESPONSIBILITIES:
- Managing day-to-day front office operations and providing excellent customer service to all Centre visitors and clients, processing in-person, phone, and email inquiries regarding all aspects of the Centre’s activities and operations.
- Drafting contracts and information updates, including newsletters, managing the Centre’s calendar, processing applications, and maintaining records and files.
- Assisting with event planning and execution, including coordinating with staff and vendors, creating event schedules, purchasing supplies, and managing budgets.
- Recruiting, coordinating and instructing volunteers for various projects and events, including operational safety instructions, maintaining contact lists and files.
- Ensuring Centre cleanliness and proper maintenance of the premises, including scheduling janitorial services, ordering cleaning supplies.
- Supporting the Ukrainian Cultural Centre’s gift shop: ordering inventory, keeping records of consignment, organizing shelving displays, performing sales.
- Managing sales of frozen foods, packing foods, coordinating pickups. Managing inventory stock in Square.
- Supporting kitchen operations by keeping a graph of the equipment temperature daily and scheduling inspections, replenishing supplies.
- Performing bookkeeping tasks using accounting software, sending invoices, processing payments, reconciling accounts, and preparing GST and PST tax returns, year-end procedures, including T4 and T4A preparation. Processing cheques, bank deposits, cash-outs.
- Preparing personnel and contractors timesheets, monthly payroll, while ensuring compliance with CRA and WorkSafeBC requirements.
- Managing facility rentals: responding to inquiries, providing quotes, scheduling rental times, managing contracts and payments.
- Maintaining the UCCSVI website and social media pages.
- Reporting to the Board of Directors, liaising with affiliated organizations.
- Performing other tasks and duties as assigned by the Board of Directors.
Required qualifications:
- Minimum of 5 years of experience in office management and basic bookkeeping.
- Minimum of 3 years of front-line customer service experience and/or direct sales.
- Fluency in English and Ukrainian languages, excellent verbal and written communication skills.
- Ability to perform in a fast-paced office environment with multiple projects and shifting priorities.
- Proficiency in Microsoft Office Suite
- Excellent organizational skills and ability to work in a team and independently.
- Experience with QuickBooks or other accounting platforms is an asset.
- Experience with content creating platforms, social media and digital marketing is an asset.
- Experience with managing a WordPress site, website analytics is an asset.
To Apply:
Please submit your resume and reasons why you are interested in this position to info@uccsvi.ca.
Applications will be reviewed on a rolling basis until the position is filled.
