Business and Administrative Coordinator

The Salvation Army is an international Christian church. Its message is based on the Bible; its ministry is motivated by love for God and the needs of humanity.
Mission Statement The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.
Core Values The Salvation Army Canada and Bermuda has four core values:
Hope: We give hope through the power of the gospel of Jesus Christ.
Service: We reach out to support others without discrimination.
Dignity: We respect and value each other, recognizing everyone’s worth.
Stewardship: We responsibly manage the resources entrusted to us.

To ensure retail success by satisfying customers, motivating staff, maintaining effective merchandising techniques, and achieving financial goals which maximize sales and profitability. Assist in the management of the business operations of the Supplies and Purchasing Department.

Accountabilities:

• Meet or exceed the operating standards established for S & P and ensure that these align with internal protocols and the mission of The Salvation Army. Written policies must support the operational effectiveness of the S & P operations.
• Work in full cooperation with the S & P Management Team in support of the mission and work of The Salvation Army.
• Provide regular reports to the Territorial Manager of Business Services on the results of retail operations and provide reliable forecasts.
• Oversee the flow of accounts receivable into the computer system and ensure invoices are prepared on a weekly basis, manage all account receivables and maintain records of all accounts and prepare reports.
• Prepare and reconcile account payables daily for processing by the Finance Department through Business World. This includes 3-way matching to purchase orders, receiving documents and coding of the invoice for approval of Department Head.
• Responsible to complete all month-end processes as per the month-end schedule.
• Assist in audit preparation, and prepare any required reports, documents, or forms as necessary. Cooperates fully with the audit team and assist and participate with the S & P Team members in audit counting. (Annual or cyclical)
• Conduct inventory cycle counting weekly.
• Responsible to complete the monthly bank reconciliations.
• Prepare and distribute reports on purchasing, inventory and cash balances to the budget, listing goods needed, keeping an inventory check.
• To perform internal financial audits as and when required.
• Track financial data and perform data analysis and participates in sales meetings to provide data and analysis as required.
• Maintain records and files; make sure that files are distributed among team members as necessary.
• Ensure that the S & P vehicle is being properly maintained.
• Administer everyday activities and projects and ensure compliance with funding.
• Assist in preparation of budget documents and execute all process improvements initiatives.
• Develop and maintain various guidelines and practices for various businesses function of the S&P.
• Manage all account receivables and maintain records of all accounts and prepare reports.
• Analyze financial reports and variances in expenditure and revenue.
• Manage the POS system including making recommendations for improvements and changes. And liaison with vendor regarding issues.
• Prepare all business correspondence and communication and proofread all materials for accuracy.
• Develop and maintain knowledge on all office technologies and maintenance of the office equipment
• Participate in various meetings and prepare agenda, taking minutes of the meeting and setting up meetings and appointments for the department head.
• Ensure compliance to all record retention schedules and maintain appropriate data for all correspondence.
• Participates in planning exhibits, conventions, roadshow events and required materials.
• May be required to provide coverage to other staff as required (i.e., cash out customers, shipping & receiving, and driving).
• Participates with special events of the department.
• Other duties and special projects as assigned by the department head.

Education, Qualifications and Certifications:

• Bachelor Degree in Business or Accounting; or College degree/diploma in finance and accounting is preferred. Proficient use of Microsoft Office applications (especially Excel worksheet), Office 365, Microsoft Outlook , Windows 10 Operating System.

Experience and Skilled Knowledge Requirements:

• 3-5 years of office management/operations experience, preferably in data analysis and data management
• Retail management experience, preferably in the clothing and Christian book sector, including responsibility for multiple locations
• Budget management experience, including ongoing management of budgets

Skills and Capabilities:

• Excellent verbal and written communication skills
• Ability to perform several tasks concurrently with ease and professionalism
• Excellent computer proficiency skills especially in Microsoft Office and various databases
• Ability to understand and adhere to the Code of Ethics
• Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility
• Able to proactively recognize potential risks and issues, respond with solutions and engage others in implementing change
• Excellent organizational/time-management skills to prioritize, plan and manage the workload
• Applied knowledge of mathematical techniques and basic financial concepts, accounting, and problem-solving
• Respect and understanding of The Salvation Army – its mission, culture, and values