The Office Manager is responsible for the project’s financial accounting, communications, and
hospitality needs.
Tasks
- Receive and process mail, phone calls, and emails, and respond to walk-in inquiries on behalf of the project.
- Maintain a basic knowledge of MDS and the jobs at the project.
- Send all required MDS documents and information to MDS offices in Canada or the U.S. (see the Office Manager Task List).
- Check the volunteer schedule for volunteer skills and information, and relay to the Project Director, Construction Supervisor, and Cooks, as needed.
- Communicate with volunteers about the timing of their arrival and departure from the project:
- Check in with Weekly Volunteers two weeks prior to their arrival.
- Check the volunteer schedule for travel information of Leadership & Long-Term Volunteers, arranging with the Project Director for pickup, if necessary.
- Make room assignments for volunteers and ensure that bedding is available for Leadership & Long-Term Volunteers.
- Maintain client files, ledger, all finances, and banking.
- Reconcile the monthly bank statement.
- Send financial reports to MDS offices in Canada or the U.S., as requested.
- Provide information to funding agencies, long-term recovery groups, and partner organizations as needed.
- Work with the Project Director and Construction Supervisor to ensure that appropriate MDS financial and accounting procedures are followed and properly reported.
- Collect receipts from the Project Director, Construction Supervisor, Crew Leaders, and Cooks.
- Make client files accessible to the Construction Supervisor and Project Director.
- Ensure that job cards are signed and dated by the homeowner and Project Director.
- Work with the Project Director to ensure that vehicles are checked, fueled, cleaned, and maintenance is scheduled at the end of the week.
- Ensure that emergency information is posted at the project camp and in each vehicle, and that each vehicle has a fully stocked first aid kit.
- Work through disagreements and conflicts while maintaining relationships.
- Provide information and resources to volunteers from the Field Guide, as needed.
- Assist with other tasks, as requested (e.g. cleaning, running errands).
More Information
- Must be a Christian, active participant in a church, and in agreement with the Shared Convictions of Mennonite World Conference
- Strives to shape their leadership and behavior after the life & teachings of Jesus
- Must be a leader who serves the MDS mission and those with whom they work
- Uses power & authority to help others around them thrive and fulfill their roles and responsibilities
- Strong communication, interpersonal, and problem-solving skills
- Administrative and organizational skills
- Familiarity with using a computer, ability to do light computer troubleshooting, and use Microsoft Word, Excel, and email
- Comfortable using a cell phone
- Knowledge and understanding of bookkeeping procedures are an asset
- Hospitable
- Flexible, patient, and a positive attitude
- Team player, team builder, and encourager
- Able to delegate tasks as required
- Knowledge of construction terms is helpful