Office Administration, Office Management

Hiring: Office Administrator
Organization: Swim Drink Fish Canada
Location: Work from home with the ability to go to our local office in Toronto once per week.

• Position Type: Full-time permanent, 37.5 hours/week
• Salary: $32/hour
• Start Date: ASAP

Do you want to make a positive impact in your community?

Are you excited about working towards swimmable, drinkable, fishable waters for everyone?

About Swim Drink Fish

Swim Drink Fish Canada is a charity dedicated to ensuring swimmable, drinkable, fishable water for everyone. By using community science and storytelling, we inspire millions of people to know and safeguard their waters. We have teams across Canada.

Swim Drink Fish is always looking to grow its movement of passionate water stewards. We need an experienced administrator who wants to lend their talents to a dynamic organization. The Finance & Administrative Coordinator will help to ensure the day-to-day operations of our charity are running smoothly.

Swim Drink Fish is a Great Place to Work

• You get to make a meaningful, positive impact on the environment
• You get to work with an extremely talented team who you can learn from and lean on
• We are committed to your professional development
• We value your creativity
• We value your input and we want to know what you think
• We offer a competitive benefits package, including health and dental, PTO days, professional development, and more!

Swim Drink Fish is an equal opportunity employer; we are committed to having a skilled and diversified workforce. Indigenous Peoples, members of a visible minority group, 2SLGBTQ+ persons, and people from other historically marginalized backgrounds are encouraged to apply.

Job Description

The Office Administrator will be the lead on all things financial and administrative. Your main goal is to ensure our team of hard-working staff have the operational support they need to thrive in their own roles.

This person will be reporting to our Vice President, working alongside our bookkeeper, and supporting the entire SDF team. We work as a team and are always willing to help each other.

This position will be primarily working from home and will need access to reliable internet (we will provide a computer).

Here’s what you need to do…

Financial Management:

• Work closely with the bookkeeper to input and pay expenses, assign the correct accounting codes, and review budget to actuals in Quickbooks.
• Monitor revenue and expenses, and review project budgets on a monthly basis.
• Monitor cash flow and bank account balances
• Ensure adherence to all financial policies and procedures, including signing authority.
• Support the preparation of the annual budget and provide budget information for grant reports.
• Assist with expense reimbursements and ensure compliance with organizational policies.
• Assist with the preparation of charitable tax receipts using Keela.
• Receive and deposit cheques.

Human Resources:

• Manage human resources for full-time staff and contractors (approximately 15) located in Toronto, Edmonton, and Vancouver, as well as part-time staff.
• Assist with recruitment and placement of new staff, including job postings, screening resumes, and scheduling interviews.
• Implement and maintain HR policies and procedures, ensuring compliance with all relevant legislation.
• Conduct onboarding for new staff, including orientation, license registration, benefits enrollment, and equipment setup.
• Manage employee records, including timesheets, vacation time, and performance reviews.
• Conduct exit interviews with departing staff.
• Assist with the development and implementation of employee training programs.

Office Administration:

• Provide administrative support to the President, Vice President, and other members of the executive team, including scheduling meetings, coordinating travel arrangements, and managing correspondence.
• Serve as the primary point of contact for general inquiries, directing calls and emails to the appropriate staff.
• Maintain a well-organized and efficient virtual and physical office environment, including managing physical and digital inventory, purchasing supplies, and maintaining office equipment and online platforms.
• Coordinate team-building activities, holiday parties, and annual retreats.
• Assist with the logistics of various events, including the annual Artists for Water fundraising event.
• Investigate opportunities and apply for wage subsidies wherever possible.

Information Management:

• Ensure all digital and physical files and documents are well-organized and easily accessible.
• Maintain an inventory of office equipment, licenses, laptops, keys, and other assets.
• Train new staff on the use of office software and tools, including Monday.com, Google Drive, Keela, and Expensify.

Here’s what you need to have…

• 3-5 years of experience in an administrative or office management role
• Strong financial management skills, including experience with budgeting, accounting software (e.g., QuickBooks), and expense reporting
• Experience with human resources functions, including recruitment, onboarding, and employee relations
• Experience working in the not-for-profit sector
• Ability to prioritize tasks and workload
• A love of organization
• Excellent problem solving skills
• Attention to detail
• A passion for water stewardship and conservation

Bonus points if you…

• Are able to troubleshoot basic office technology
• Have fundraising experience
• Have event management experience

Important Note: Donʼt meet every single requirement? Studies have shown that women and racialized people of every gender are less likely to apply to jobs unless they meet every single qualification. At Swim Drink Fish, we celebrate diversity and are committed to creating an inclusive environment for all employees. If you have some of these qualities and believe this is the position that will make you excited to come to work every day, we encourage you to apply anyway. You may be just the person we are looking for!

How To Apply

Email the following information in one attachment to gregary@swimdrinkfish.ca with the subject “Office Administrator - Your Name”.

• Cover letter, highlighting why you best fit this position.
• Resumé, highlighting relevant experience, skills, and training related to the position.
• Include the names and contact information for three references.

Please mention you saw this at GoodWork.ca.

Application deadline is 12:00pm EST on February 12, 2025.

*Applicants must be legally permitted to work in Canada.

Swim Drink Fish Canada is committed to having a skilled, diversified workforce reflective of our community, and to the equitable representation of women, Indigenous peoples, LGBTQ2+ individuals, and members of visible minority groups.

Sorry, but we can only respond to those candidates selected for an interview.