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.

The Administrative Coordinator to the Territorial Property Secretary’s Office/Property Department is responsible to provide highly confidential administrative support in all aspects of the effective and efficient day-to-day operations of the Property Department.

1. Coordinate day-to-day management of the office of the Property Secretary and Property Department including the following:

• Provide confidential administrative support to the Property Secretary and Assistant Property Secretary, including preparing documents, screening and responding to incoming correspondence, inquiries and phone calls, drafting letters and official information releases, arranging and attending meetings, taking and distributing minutes, handle office matters and inquires
• Assume responsibility for arranging and coordinating all meetings for Property Secretary & Assistant Property Secretary, and other departmental staff as required
• Create and format presentations, reports and proposals for presentation to boards and meetings
• Manage and coordinate all travel arrangements
• Prepare and submit expenses and invoices for payment and reimbursement
• Assist management with relevant HR processes and paperwork

2. Support and Coordinate various projects and processes for Project Coordinators:

• Communicate with the Finance Department to set up new vendors
• Prepare, process and track invoices through the Agresso system
• Arrange for preparation of letters of credit, cheques and deposits
• Communicate with divisions, vendors, finance and ministry units etc. on behalf of the Project Coordinators as requested
• Perform general office duties such as letters of intent, meeting minutes, agendas, etc.
• Assist in managing cloud data, updating project file locations
• Update and maintain existing administrative procedures/processes

3. Management of Salvation Army plots at Mount Pleasant Cemetery:

• Maintain records of Salvation Army burial plots, including maintaining “Reserved Graves” list
• Liaising with external contractors/vendors concerning the cleaning and maintenance of monuments
• Work with families to provide information about availability, cost and allocation of plots
• Managing requests to open graves, communicating with both families and Mount Pleasant Cemetery
• Account management including bills, receipts for sale of burial plots
• Responsibility for memorial plaques and their placement on the monument at Mount Pleasant Cemetery for officers buried outside Toronto
• Assist with Empress of Ireland ceremony logistics

4. Other Building Management Support

• Conveying maintenance issues and work requests for maintenance personnel and enter onto the Archibus system
• Oversee services of janitorial vendor, including day porter
• Management of vending machines in the cafeteria – working with vendor to ensure machines are stocked and functioning properly
• Management of the Territorial Headquarters security system
  • Assigning, activating/deactivating security cards and parking passes
  • Maintaining and modifying access levels and schedules
  • liaising with external system vendor concerning issues and updates
  • preparing security reports upon request
  • locking/unlocking doors as required

5. Office Administration for Property Department including:

• Reviewing and upgrading office procedures as necessary and maintain a current position “brief” describing office procedures and related information
• Handling (retrieve, open, and distribute) departmental mail
• Organize social functions within the Property Department
• Order and maintain kitchenette supplies for the 5th floor in coordination with other 5th floor departments
• Fire Warden – provide direction for safe evacuation and communicate with Chief Fire Warden
• Inventory control and ordering of office supplies
• Ordering and maintaining office equipment
• Log & Maintain insurance liability files and forms, providing general assistance to end users as required

• Completed 2-year college Diploma of Office Administration or related field
• Relevant courses or experience in building and construction administration
• Minimum of 5 years of prior related experience including senior administrative/ secretarial experience
• Proficiency in MS Office including Word, Excel, Power Point, SharePoint, Office 365
• Knowledge of The Salvation Army policies and practices considered an asset

• Must be mature, proactive, well-organized, adaptable and professional
• Outstanding attention to detail is required
• Must have a strong ability to handle confidential information appropriately, be discreet and be diplomatic
• Ability to work independently as well as an excellent team player
• Excellent written and oral communication skills
• Excellent interpersonal and organizational skills
• Creative skills for preparation of presentation materials

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process. If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted. Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.