Located on an extraordinary 25 acres near Shawnigan Lake, British Columbia, O.U.R. ECOVILLAGE began operations in 1999 with a vision to create a model demonstration sustainable village community rooted in social, ecological, and economic well being. O.U.R. Ecovillage is the host site for O.U.R Community Association, a registered nonprofit society dedicated to the promotion of sustainable community living.
OUR Ecovillage is looking to hire an Office Manager/Executive Assistant/Bookkeeper as soon as possible. Applications will be accepted until the right candidate is found. Remuneration is negotiable based on experience, and the position is full-time (35-40 hrs/week) and long-term.
Responsibilities:
1) Overall office coordination & admin tasks:
– Pick up mail from both the post office & mail box, date stamp and distribute.
– Answer and redistribute all incoming emails (usually an hour or more each morning).
– File management of incoming emails by category for easy recall.
– Provide support to the Event coordinator, could involve creating spreadsheets to moving furniture and equipment, to setting up equipment and greeting clients upon arrival.
– Create Event Sheets on Sales Force with as much details as possible for the Event Coordinator to complete and add to.
– Create event/workshop etc, budget sheets from budgets provided by the programming team to be added to the annual budget spreadsheet for financial information and payment allocation details.
– Manage all registration documentation for courses, workshops, etc. compile electronic packets, email them out, keep registration log, take payments, send course outline and reminders, follow up for payments. Create attendee log for course instructor.
– Manage e calendar with updates of OUR comings and goings for lead individuals with meetings, events, workshops (events and workshops will eventually show up via the website) and other important information for the community under master events.
– Check e calendar each morning and remind individuals of important items for that day and the next day or two.
– Ensure maintenance of systems related to computers (have contract IT consultant too), phones/faxes, utilities, etc.
– Offer ideas of efficiencies and effectiveness as noted.
– Maintain e calendar for space usage for building/room use throughout the village
– Create and maintain accommodation/bed use log for events in cooperation with Event coordinator.
– Evaluate registration numbers and communicate to program coordinator for follow up purposes, call cancellations and refund monies as necessary.
– Attend programming meetings and provide upcoming calendar and event information details and make sure the e calendar is updated with relevant information passed on from the programming team.
– Attend community meetings and provide upcoming e calendar items to the community for information purposes.
– Attend non profit board meetings as the scribe for minute taking, distribute minutes to board members and file accordingly.
– File other committee minutes from email that come in for accurate record keeping on the S drive.
– Maintain S drive files to be organized and sensible by filing appropriately with consult of the Executive Team if need be.
– Support project manager’s with administrative and clerical required documents (living building challenge).
– Hold a valid OFA level 1 or WCB recognized equivalent first aid certificate.
– Complete WCB injury reports as required and follow up with after care and return to work programs if needed.
– Support the event coordinator for guest room accommodations with set up & take down prep.
– Coordinate with Executive Director on scheduling of her agenda for meetings, events etc. (Her agenda will need to be updated daily/weekly).
– Update documents as requested or needed.
– Print out flyers, pamphlets and brochures as required and file accordingly on the S drive.
– File all relevant course, workshop, event etc information on the S drive in its appropriate folder.
– Create google docs for most items, then once the events is complete file it on the S Drive appropriately.
– Support community leaders with any administrative related items.
2) Reception and “face ” of OUR:
– Initial point of contact, answering phones, assisting with questions and promoting OUR programs and facilities.
– Take and distribute messages, keep message log book.
– Meet and welcome visitors and have them sign in on the waiver.
– Introduce visitors to site maps, offer general orientation and donation envelope for self guided tours.
– If necessary, introduce visitors to the land by taking them on a site tour while waiting for their meeting.
3) Bookkeeping, Payroll, tracking, etc:
– Post revenues from paypal, petty cash, and bank deposit book to quick books on a weekly basis or more if time permits.
– Organize files for accounts payable, journal entries, reconciliation’s etc.
– Tracking of all receipts related to projects, accommodation and food services, and the school.
– Reconcile the accounts payable and receivables on a monthly basis.
– Maintain spreadsheet of monthly billings and update as required when people come and go from OUR to make sure we are collecting on their site & meal fees.
– Maintain a cash flow spreadsheet for current and long term needs (challenge of being an organic
ebb and flow and infrastructure).
– Keep an amicable open dialogue with vendors and customers of any issues.
– Pay contractors, vendors and payroll bi monthly or as required working closely with the executive team on cash flow needs.
-Complete PD7A forms (payroll deduction or merc’s) on a monthly basis and submit prior to the 15th of the following month and reconcile monthly.
– Reconcile and submit end of year WCB remittance via website and mail in cheque.
– Reconcile and remit (if necessary) payroll deductions for T4 summary, issue T4’s.
– Monthly reconciliation of class accounts for accuracy of posting for financials.
– Provide financial statements to the board for their non profit meetings.
– Data enter transactions for the Coop in quick books and provide required reporting.
Interested applicants are invited to apply as soon as possible by email to info@ourecovillage.org .
