Office Administrator and Social Media Coordinator

Job Responsibility:

Manage the inventory software program

• Creating training modules and training new staff on data entry procedures, checking and overseeing administrative staffs work and noting corrections to be made.
• Ensuring accuracy of written physical invoices by drivers, and software data entries.
• Ensure the monthly reconciliation is completed and matched.
• Updating categories, unit pricing, vendor information, changes to programs, etc.
• Running Inventory reports as needed.
• Recording general data entry into software and keeping each month up to date.
• Separating physical invoices, organizing and filing away.
• Reporting on specialty food programs via physical invoices.
• Track all food drives and holiday fundraiser leads in an excel sheet. Correspond with lead organizer and provide food collection bins. Data to be mined for annual/hunger count report use. Follow up with organizers for permission of photo/social media/communication piece use.

Managing Client & Agency Intake Software

• Managing and operating two sides of the Link2Feed Intake software, via the Home Delivery Program at the FBYR and as a network administrator for our local organizations we support.
• Ensuring accuracy of de-duplication across the network for all client profiles.
• Running network, agency, and municipality specific reports targeting hunger counts, statistics and demographics, visit reports, etc.
• Sifting through large amounts of data to accumulate food and funding allocation amounts.
• Setting up new agencies and user accounts and tracking agency data entry progress.
• Following up with clients for missing information/data collection.
• Making changes to information needed on applications.

Agency Intake

• Troubleshooting any agency settings or account user issues.
• Assisting with questions about reports, surveys, and access. Submitting support tickets as needed to find answers/solutions.
• Tracking agency data to ensure each organization is up to date on their intake reporting, following up with those that are not and assisting them.
• Ensuring agency data is being reported accurately (correct data collection).
• Assisting agencies in the transition from switching from ‘Meal Program” entries to “Food Bank” entries.
• General correspondence with agencies about software needs/questions.

Manage Volunteer Program

• On the administrative side, coordinating the volunteer program.
• Tracking all new volunteer leads to a spreadsheet and entering them into the Sumac Lead tracking software.
• Corresponding with volunteers answering questions about the program and scheduling corporate/group volunteer sessions.
• Scheduling regular volunteer shifts in the online scheduler.
• Keeping written content about volunteer program up to date on website
• Posting volunteer opportunities on 3rd party websites
• Scheduling shifts for office volunteers, and training as needed.
• Signing volunteer community service sheets and writing community service letters as needed.
• Nominating volunteers for community awards and submitting applications.
• Training all new volunteers, and ensuring all paperwork is signed and filed.
• Leading and supervising volunteers within the warehouse when needed.

Social Media Coordinator

• Create a Social Media Content Calendar, outlined with planned posts and corresponding graphics & links & hashtags.
• Re-share and clip any media coverage, and newsletter links.
• Follow through with content requirements for 3rd party contracts/partnerships.
• Respond to posts, likes, shares, comments, private messages appropriately, and general community management.

Administrative Management

• Manage general office staff and volunteers. Some hiring/training and scheduling involved.
• Provide general reception and administration services
• Process mailings, online communications, and invoices
• Draft correspondence as required
• Correspond with ‘contact' emails from the website
• Handle incoming private donations and provide written invoice.
• Assist clients with home delivery applications, special orders, etc.
• Send any relevant information to communications staff for FBYR media/social media promotion.
• Other office duties as required.

Job Type: Full-time

Pay: $22.00-$25.00 per hour

Benefits:

• Dental care
• Life insurance
• On-site parking
• Vision care

Flexible language requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Concord, ON: reliably commute or plan to relocate before starting work (required)

Experience:

• Office Administration: 5 years (required)

Work Location: In person