Administrator (Finance, QA, Office)


About The Alliance

Our goal is to make the manufacturing industry a safer place to work by creating a culture of safety that brings every worker safely home to his/her family every night. The Manufacturing Safety Alliance of BC (“the Alliance”) was established to reduce injuries in the industry. We serve more than 3,000 manufacturers in BC and employ a professional team of specialists to support our members. We deliver a range of occupational health & safety advisory services, resources, training, and are the Certifying Partner for the Occupational Safety Standard of Excellence (OSSE), the Certificate of Recognition (COR) program for the manufacturing industry. We are a not-for-profit organization passionate about what we do and how we impact people every day.

Job Summary

The Administrator (Finance, Quality Assurance, Office) will be responsible for the performance of a variety of duties to support the financial administration, quality assurance system, and office functions. The role requires financial and computer software acumen, effective policy writing and customer service skills, in addition to exceptional organizing skills to fulfill the office administration role. Reporting to the Chief Financial Officer, the Administrator is a key member of the organization’s administration team.

Key Accountabilities

Administrative support, including front desk customer service, posting the daily receipts, preparing deposits, coding, totaling, batching, entering, verifying and reconciling transactions such as accounts payable and receivable, payroll, purchase orders, cheques, invoices, cheque requisitions, and bank statements. Administrative responsibilities include file management, correspondence drafting, funding program support, and ensuring supplies and equipment to the office are managed and maintained.

Quality assurance and systems support functions include drafting policy, compiling quality assurance data into reports, developing SOPs, and related functions.

Administrative duties also include developing and maintaining administrative systems and performing clerical duties, such as word processing, meeting minute taking, scanning and photocopying.

As a team member, contributes to the achievement of the organization’s mandate by providing advice and guidance on all issues affecting human resources management to the executive team and management.

Finance Administration

Accounting

  • Gather, sort, and manage documents and related information with Microsoft 365 and other systems.
  • Maintain financial security by following internal accounting controls.
  • Maintain financial historical records by organizing and filing accounting documents.

Accounts Payable

  • Vendor liaison
  • Pay invoices (by cheques, EFT, online) by verifying transaction information; scheduling and preparing disbursements per due dates; obtaining authorization of payment by following internal accounting controls.
  • Reimburse staff expenses (mileage and purchases) by verifying transaction information, scheduling and preparing disbursements per due dates; obtaining authorization of payment by following internal accounting controls.
  • Process credit card payments and record payment transactions in the accounting systems by verifying transaction information, scheduling and preparing disbursements per due dates; obtaining authorization of payment by following internal accounting controls.
  • Record and maintain Mileage Trackers to ensure appropriate rates are applied.

Accounts Receivable

  • Customer liaison
  • Maintain/update membership trackers and support membership renewals and process
  • Maintain and update services contracts to policy and process
  • Administer revenue transactions using defined process to maintain operational cash flow
  • Collect revenue from overdue invoices and related contracts and/or accounts
  • Resolve account discrepancies by investigating documentation; issuing stop payments, payments, or adjustments.
  • Prepare and deliver bank deposit for monies (cheques/cash) received.
  • Record and reconcile EFT and credit card payments.

Quality Assurance

  • Develop standard operating procedures and related policy to support QA system, office administration and finance policy processes
  • Draft letters, emails, and related correspondence to support CFO
  • Compile reports and related documents to support operations

Administration

  • Draft policy, procedures, and processes in a professional format, to brand standards
  • Draft communications in letter and email formats to external stakeholders
  • Perform clerical duties including photocopying, faxing, and mailing (courier and Canada Post).
  • Arrange technical support when hardware/software/equipment malfunctions or breaks.
  • Order and maintain inventory of office (including kitchen) supplies/equipment is adequate at all times.
  • Maintain office equipment log-in/log-out tracker.
  • Maintain the appearance and cleanliness of the office environment.
  • Arrange trades support for premises needs and ensure compliance to policy standards and process
  • Answer and direct inbound calls and email using CRM process to track and record information and inquiries
  • Assist with the coordination of company events and programs
  • Coordinate office related functions and events including travel as required

Educational, Skills and Experience

  • Accounting diploma (equivalent to the BCIT 2-year accounting diploma program)
  • Business administration diploma or degree preferred with a communications minor

Skills and Experience

At least three years’ relevant work experience in Accounting and office administration with demonstrated proficiency in financial accounting processes acumen, computer software including MS Office.

Experienced and proficient in communication at all business levels working in a professional environment.

Demonstrated writing skills, proficient in developing policy, operating procedures, reports, letters and related material associated with quality assurance or related office, finance or similar processes.

Able to work both independently and proven demonstration working in a team environment.

Competencies

  • Communications Skills – Possesses strong communication skills, both verbal, written and expresses thoughts in an organized, concise manner.
  • Organizational skills To effectively and efficiently manage time, efforts and workload.
  • Adaptability –To remain positive, flexible and productive through changes, transitions, and difficult situations.
  • Providing support and services – provides support and services in order to meet the needs of the team or of clients, in light of relevant situational and contextual realities.
  • Teamwork and Collaboration To create and foster compatible and respected relationships in order to facilitate the achievement of common or compatible goals.
  • Professionalism – To demonstrate professional integrity and credibility, as well as a commitment to ongoing improvement.

Opportunity

At the Manufacturing Safety Alliance of BC, you will work in a fast-paced environment and make an impact to the lives of people in our province. Building a culture with people that define the values we believe in are important criteria for the successful candidate. Working with a motivated, inspired team to deliver on a vision that is already defining the future of occupational health and safety, provides a competitive remuneration and benefit package that includes professional development.

If you are passionate about making a difference in reducing injuries in BC’s manufacturing sector, and are driven by the mindset of making the impossible…possible, kindly forward your resume to hr@safetyalliancebc.ca.

How To Apply


Please submit your cover letter and resume quoting the Job title, to:

Manufacturing Safety Alliance of BC, Human Resources
Unit A-43833 Progress Way
Chilliwack, BC
V2R 0E6

Email: hr@safetyalliancebc.ca

We thank all candidates for their interest. All applications will be reviewed to determine which candidates’ education and experience best meets the needs of the position. Only individuals selected for interviews will be contacted.