Employment Opportunity - Office Administrator

We're hiring! VOMC's Office Administrator position is now available.

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Summary of Position:

The Office Administrator works closely with the Manager of Office Administration to ensure the efficient day-to-day operations within VOMC, helping to maintain organizational systems while supporting Ministry policy and procedures.

All duties are to be executed following the Ministry's stated mission, purposes and values.

Supervisor: Manager of Office Administration - (MOA)


Administrative:  35 %

  • In collaboration with MOA, establish work priorities, delegating work to administrative staff and volunteers, ensuring that deadlines are met and procedures are followed.
  • Assist the MOA with donor-related inquiries, complaints, activities and relations.
  • Assist the VP of Finance with year-end inquiries generated by our Auditors as it relates to inventory, donations, purchase orders, etc.
  • Assist VP of Finance with any inquiries relating to the processing of mail batches, banking, etc.
  • Answer basic questions resulting from phone calls pertaining to donations, customer service, general inquiries, and then forwarding specific messages to appropriate departments.
  • Responsible for the formatting of the monthly thank you letter and its print preparation.
  • Responsible for the preparation of batches for posting.
  • Ensure that Foreign and Bulk mailings are completed every month.

Database / Computer Responsibilities and Functions: 45 %

  • Data entry and maintenance to include new subscriptions, address changes, returned mail, etc.
  • Database clean up – contributing to the consistency of donor files and ensuring that appropriate security measures are taken for PCI Compliance.
  • Ensure that monthly reports (lapsed donors, donors to be removed, etc.) are completed according to their schedule or upon request.
  • Maintain Electronic NL, Persecution & Prayer Alert, and Eblast subscription lists to the PHP list.
  • Posting of batches, the printing of income tax receipts, organizing and filing of same.

Inventory / Warehouse (Books & Resources): 15 %

Complete Inventory Cycle...to include:

  • Keep Inventory lists and numbers for VOMC’s main warehouse and work closely with the Volunteer Ministry as it relates to book and resource inventory for volunteers; conduct and assist Auditor with annual Inventory Count.
  • Prepare purchase orders for books and resources by liaising with VOM USA and other suppliers.
  • Ensure accuracy of orders received, correct invoicing and approving invoices for payment.
  • Accurately filling constituent’s book and resource orders by picking, packing, mailing and shipping in a timely manner.
  • Distribution room – upkeep and re-stocking of shelves.
  • Print and maintain a stock list of all printed resources.
  • Prepare, print, pack and ship books and resources to Volunteers for events and conferences.

Other Duties:  5 %

Work closely with the Events Manager to:

  • Create and maintain event registrations. Compile, process and print name tags, charts, registration information, etc. Respond to any event-related inquiries.
  • Receive and process any inquiries via phone calls and/or emails as it relates to events.
  • Backup to receptionist when needed.

The MOA may assign other Duties depending on specific needs with the Mission


  • Post-secondary education in Business Administration or related discipline or equivalent work experience.
  • Skillful and experienced with database software programs.
  • Strong troubleshooting ability.
  • Accuracy and efficiency in recording data.
  • Multi-tasking in a team-oriented environment.
  • Excellent Microsoft Office skills.
  • Experience in Graphic Design an asset.
  • Clerical expertise with a high level of attention to detail.
  • Strong organizational and communication skills (both written and interpersonal).
  • Excellent customer service skills.
  • Highly motivated and self-starter.

Must be a team player with experience in providing excellent customer service both internally and externally.