Posting Period: Until the position is filled
Salary: $60,000. – $70,000. Annually
Nigig Nibi Ki-win Gamik Society is growing our team!
Join our dynamic and dedicated team as we continue to develop capacity within the Algonquins of Pikwakanagan First Nation and greater unceded Algonquin territory. With our Child Well-being law, Nigig Nibi Ki-win, now fully in force, the community embraces a step in reconciliation by reclaiming jurisdiction over the safety and well-being of our children, youth and families.
We're looking for the right people to grow with the organization. Are you interested?
Learn more about Nigig: https://www.nigignibi.com/about/nigig-nibi-ki-win
SUMMARY
The Office Coordinator position serves as a welcoming presence within the organization that helps create a safe, organized and supportive work environment where staff can do their best work. This role ensures that office-related activity concerning spaces, systems and processes runs smoothly and thoughtfully.
The role oversees and supports the maintenance of daily office operations, including ensuring efficient administrative processes and supporting organizational compliance. This role manages existing facilities, service providers/vendors, office systems and some financial administration. This position also plays an active role in coordinating workplace health and safety initiatives, as well as overseeing organizational fleet operations.
The Office Coordinator works collaboratively within the organization and is responsive to its arising needs. This role assists in fostering a positive workplace culture that is welcoming to all, efficient, accountable and grounded in community values.
DUTIES AND RESPONSIBILITIES:
Office Operations & Administration:
• Oversee day-to-day office operations and facilities management to ensure efficiency and organization.
• Develop, implement and maintain office procedures and systems
• Assist in managing shared space calendars, schedules and meeting coordination
• Handle incoming and outgoing correspondence and documentation from vendors, service providers and community partners
• Oversee office space, bookings, and coordinating required supplies
• Monitor office expenses, invoices and purchase orders
• Assist with budgeting and cost control for office operations
• Provide backup reception support, including answering and directing phone calls and covering front desk breaks as required
• Issue and manage visitor access passes, ensuring adherence to security and sign-in procedures
Facilities & Vendor Management:
• Coordinate office maintenance, repairs and cleaning/moving services
• Order, track and manage office supplies and equipment, bathroom supplies, cleaning products, etc.
• Ensure the office environment is safe, functional, and well-maintained
Workplace Health & Safety:
• Coordinate workplace health and safety programs and initiatives
• Ensure compliance with occupational health and safety legislation and company policies
• Maintain safety documentation, incident reports, and inspection records
• Coordinate Workplace Health and Safety Committee meetings and emergency preparedness plans
• Act as a point of contact for workplace safety concerns and corrective actions
Fleet Management:
• Oversee organizational vehicle fleet operations and administration
• Maintain vehicle records, registrations and licensing
• Coordinate vehicle maintenance, inspection, and repairs
• Track fleet usage, mileage, and operating costs in conjunction with Finance
• Support compliance with fleet safety policies and procedures
Compliance & Policy Support:
• Ensure compliance with organizational policies, procedures and regulatory requirements
• Assist in developing, updating and maintaining office and operational policies
• Support audits, inspections, and compliance reporting
• Handle sensitive and confidential information responsibly
Team & Leadership Support:
• Provide training and guidance on office procedures and systems
• Support leadership with special projects and operational initiatives
Technology & Systems:
• Coordinate office IT support and technology needs
• Manage office software, equipment inventory, and system access
• Support process improvements and system implementations
WORKING CONDITIONS:
This position is primarily office-based in a fast-paced environment, with occasional time spent in operational areas to support workplace health and safety and fleet management activities. Work involves contact with other staff, clients, service providers and other internal and external stakeholders. Work is subject to deadlines and interruptions. Work involves handling and dealing with issues of a very sensitive and confidential nature. Work involves travel and working 35 hours per week on a flexible schedule, which may include evenings and weekends and being available after hours as needed to address inspections, incidents or operational needs.
EMPLOYMENT REQUIREMENTS:
1. Basic Requirements:
• Post-Secondary Diploma in Business Administration, Executive Administration or Office Administration
• Minimum of two (2) to five (5) years of administrative, office support and coordination experience
• Minimum of one (1) to two (2) years of fleet management experience
• Minimum of a “G” driver’s license and a clear driver’s abstract
• Experience working with First Nations, Inuit, and Métis (FNIM) people in a community-based setting would be considered an asset.
2. Rated Requirements:
Knowledge
• Indigenous knowledge, in particular, knowledge of Algonquin child and family values, traditions, and practices
• Knowledge of general office administration practices and procedures
• Understanding of workplace health and safety legislation, standards, and best practices
• Knowledge of fleet management principles, including vehicle maintenance, inspections, and safety requirements
• Familiarity with vendor management, contract coordination, and service agreements
• Working knowledge of financial administration, including expense tracking, and basic budgeting
• Working knowledge of office technology and systems.
• Awareness of risk management and operational efficiency best practices.
Abilities
• Organize and manage multiple priorities in a fast-paced office environment
• Coordinate day-to-day office operations while maintaining accuracy and attention to detail
• Order, track, and maintain office supplies and equipment to support operational needs
• Interpret and apply workplace health and safety policies, procedures and regulations
• Identify safety hazards, document incidents, and support corrective actions
• Coordinate fleet activities, including vehicle scheduling, maintenance and compliance tracking.
• Communicate effectively with staff, vendors, and service providers
• Use office technology, programs and systems efficiently.
Personal Suitability
• Highly organized and detail-oriented
• Dependable and accountable
• Adaptable and flexible
• Strong problem-solving skills
• Safety-conscious mindset
• Collaborative and approachable
• Sensitive to Indigenous culture and values.
Conditions of Employment
• Criminal Record Check and Vulnerable Sector Check to be provided on application and on request
• Proof of educational qualifications
• Proof of a minimum of a “G” driver’s license and a clear driver’s abstract.
Accommodation is available upon request for applicants at all stages of the recruitment and selection process. For confidential requests, contact [email protected]
PREFERENCE IN HIRING:
Persons who identify as Indigenous will be given preference as this role serves the needs of members of Algonquins of Pikwakanagan First Nation. Provided the candidate meets the basic requirements of the position and is deemed qualified following the interview process, preference will be given to a) the qualified Indigenous person who is a member of Algonquins of Pikwakanagan First Nation; then to, b) the qualified Indigenous person; then to, c) the qualified non-Indigenous candidate.
WE OFFER:
• Competitive Salary
• Employment benefits & pension plan
• Paid sick, vacation and special day leave
• 14 Provincial and Federal Statutory Holidays
Please submit your cover letter and resume to: [email protected]
Contact Information
Nigig Nibi Ki-win Gamik Society
1467 Mishomis Inamo,
Pikwakanagan, Ontario
Email: [email protected]
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