Site Coordinator
Title: Site Coordinator
Job Status: Full Time 40 hours
Job Region: All Blue Door Locations (Durham/Beaverton)
Equipment: Computer, telephone, Reliable Vehicle/Valid Driving License/Insurance
Salary: $25.22/hr
Blue Door is a not-for-profit registered charitable agency governed by a volunteer Board of Directors. We have been an integral part of our community providing essential emergency shelter services since 1982. Blue Door’s mission is to support people who are at risk of or experiencing homelessness to attain and retain affordable housing.
Job Summary
Reporting to the Office Manager, the Site Coordinator is responsible for supporting the Office Manager for Blue Door’s volunteer program, donation supports, and various other duties that directly support Blue Door’s staff and the individuals and families we serve. The incumbent responds to all incoming inquiries from the public, staff and volunteers and maintains a high level of customer service at the Durham/Beaverton transitional program.
Responsibilities
- Supports the Volunteer Program with recruitment, liaise with program managers/directors to identify volunteer needs/roles, maintain communication with volunteers and volunteer recognition. Completes documentation regarding volunteer screening and ensures volunteers receive regular feedback and training. Tracks volunteer engagement through surveys and other engagement opportunities. Organize group/corporate/United Way volunteer projects by liaising with company representative and Blue Door staff to ensure the project runs smoothly. Follow up to recognize company/volunteers by a thank you and/or social media posts.
- Donations – responds to all donation inquiries by phone or email and provides appropriate information required for each donation inquiry. Coordinates in-kind donations with donors and Blue Door’s various programs, particularly the Durham/Beaverton transitional program along with greeting donors with deliveries of in-kind donations and overseeing proper storage and organization of various supplies donated. Entering donations to Donor Perfect software system, processing thank you letters and tax receipts by mail and email and completes each month with various reports. Reconciles donations and provides GL allocations to Office Manager and Finance team.
- Gift Cards – oversees all gift cards for Blue Door for client support and staff wellness and appreciation. Purchase gift cards, provide adequate and safe storing of cards, respond to staff requests for client supports, provide necessary gift cards to programs, track all purchases and disbursements, and reconcile cards on hand.
- Client Transportation – provides support to various programs with bus tickets, taxi chits, petty cash and necessary forms required. Reconcile each month the taxi invoice, bus tickets disbursed, and petty cash disbursements.
- Agency Mail – picks up agency mail at the Durham/Beaverton Transitional Program and distributes it accordingly to Blue Door staff in person or by scanning and sending it to Blue Door staff. Send out necessary outgoing mail and returned client mail.
- Office Supplies, Linen Supplies & Other – Communicate with Blue Door programs for current needs of various supplies and make necessary orders of office supplies, linens or other items required for Blue Door’s programs.
- Bank Deposits – responsible for bank deposits for cheques and cash received for rent payments, donations and other payments, prepares deposit details for finance team. Also responsible for maintaining petty cash and replenishing when needed by requesting a petty cash cheque and cashing at bank.
- Phones – backup to Office Manager in answering all phone calls to Blue Door administration department and provide caller with information requested or redirect caller to necessary Blue Door staff or other agencies.
- All other duties as assigned.
Respect and Professionalism
- Maintain professionalism in the workplace.
- Working cooperatively alongside and supporting all Blue Door team members and departments.
- Adherence to the mission, vision, policies and procedures of the agency.
- Able and willing to promote harm reduction practices in accordance with core standards.
- Attend internal staff meetings and staff training as required.
- Maintain the confidentiality of all client and agency information.
- Utilizes effective conflict resolution skills in accordance with (Crisis Prevention Intervention (CPI) training.
- Fosters positive and appropriate relationships with clients, colleagues, community partners and volunteers.
- Provides referrals and follow-up as necessary.
- Meets with manager on a regular basis and participates in completion of annual performance evaluation.
Occupational Health and Safety
- All employees are responsible for carrying out work in a way that does not adversely affect their own health and safety and that of others.
- All employees shall learn and understand health and safety policies and procedures and will comply with them.
Qualifications
- Valid Vulnerable Sector Screening Report
- Sound judgment tact and ability to maintain confidentiality.
- Able to work independently but also as part of a team.
- Understanding of issues relating to homelessness.
- Ability to operate and maintain general office equipment.
- Fluency in a language other than English an asset.
- Ability to deal with extremely confidential and sensitive information.
- Understanding and promotion of anti-oppressive practices.
- 3 years of general office administration experience.
- Post-secondary education in a related field.
- Experience with file and database management.
- Proficient with current computer applications, specifically Microsoft Office.
- Proven superior customer service skills.
- Excellent communication (oral and written), time management and organizational skills.
- Sound judgment tact and ability to maintain confidentiality.
Blue Door is committed to the development of a staff and leadership team that reflects the incredible diversity of the communities we serve. We promote the principles of intersectional anti-racism and anti-oppression and adhere to the tenets of the Ontario Human Rights Code. We both welcome and encourage applications from members of groups with historical and/or current barriers to access and equity, including Indigenous, Black and racialized people, members of 2SLGBTQIA+ communities, people with disabilities, and people with lived experience of homelessness. Blue Door is a unionized work environment.
In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Blue Doors AODA Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.
Only candidates selected for an interview will be contacted.