Administrative Coordinator

Recreation Newfoundland and Labrador (RNL) is a province wide, not for profit organization established in 1971 to promote the values and benefits of recreation. We act as the provincial voice promoting and fostering the spirit and practice of recreation for all and provide a full range of services to enhance our members’ ability to deliver recreation throughout the province. We work collaboratively with our communities, members, and connected associations to make change together – helping build a province of engaged communities where all people embrace the benefits of recreation to enhance their quality of life.

Reporting to the Executive Director, the Administrative Coordinator is responsible for maintaining the administrative workflow of the RNL office operations and overseeing all administrative office functions. The Administrative Coordinator will spend their time performing office tasks, responding to communications and inquiries, providing administrative and bookkeeping support, and oversee all administrative tasks of the organization to assist in maintaining an efficient and timely operation of the RNL office and member services.

As the individual that oversees the smooth functioning of the day-to-day office environment, you are committed to providing exceptional service to both internal and external individuals and tackle all tasks, big or small, with professionalism and enthusiasm. You are organized, analytical, and are quick to solve problems, making you a go-to team member for any questions on office processes or administrative requirements.

The jobholder is typically responsible for:

• Prepare, revise, and edit outgoing correspondence and response to inquiries.
• Manage inventory of assets and office supply levels and general office maintenance.
• Schedule and coordinate meetings and travel as required.
• Provide support to RNL engagement activities and assist staff with marketing materials for seminars, workshops, AGM & Conference, Awards program, newsletters, etc.
• Perform general clerical and reception duties which include, but are not limited to:

• Distribute and manage incoming and outgoing mail.
• Screen emails and phone calls; respond to general inquiries and/or forward incoming emails to the appropriate recipient.
• Execute photocopying, mailing, and filing as required.
• Organize and maintain various files, ensuring accurate and up to date records.
• Coordinate provision of office supplies, staff meetings, assist and prepare written reports/correspondence, and provides information to assist members and external contacts.

· Maintain the Association’s databases (Membership, HIGH FIVE, The Rec Zone, Wild Apricot, etc.).

• Assist with Engagement Manager (prepare information packages, update membership listings and directory, processes new membership applications, renewals, invoicing, and follow up).
• Fulfill requests for resource material on projects to individuals, advocate groups, recreation personnel and educators.
• Set up, attend, and record minutes for meetings as required (i.e., AGM, committee meetings).
• Coordinates arrangements for the association meetings (i.e. travel arrangements, hotel accommodations, meeting space, etc.).

· Perform bookkeeping and accounting duties which include, but are not limited to:

• Liaising with RNL’s accounting firm and providing them with required data records.
• Prepare receipts and deposits of all money received from all sources.
• Prepare payables for processing.
• Prepares bank reconciliations.
• Assist with preparing accounts receivables and collections.
• Assist Executive Director in budget creation and management.

· Contributes to the Annual General Meeting & Conference planning, providing support in the areas of:

• Registration process
• Exhibitor’s Trade Show
• Liaison to local arrangements committee
• Coordination/support of staff conference duties
• Coordination/support of RNL business functions
• Preparations for Awards Banquet/presentations
• Conference set-up

· All other duties as required by the Executive Director.

Knowledge & Experience Required:

• Diploma or certificate in administration, office management, or relevant field, or a combination of relevant experience and education.
• Minimum 3 years experience in a clerical or administrative role with experience in general accounting support.
• Effective communication (oral and written) and presentation skills.
• Demonstrated ability to work independently and as part of a team.
• Excellent organizational skills and the ability to multitask and prioritize responsibilities.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in using office software, such as Microsoft Office Suite.
• Sound customer service skills and attention to detail.
• Proven flexibility to adapt to frequent changes and demands.

Competencies Required:

• Problem Solving
• Decision Making
• Self-Driven
• Relationship Building
• Communication
• Time Management
• Organization

Working Conditions & Physical Effort:

• In office
• Travel required

Please send your resume and cover letter to info@recreationnl.com by October 31, 2024.

Recreation Newfoundland and Labrador