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Administrative Coordinator and Bookkeeper (32 hours per week)

Job Openings

We encourage people living with HIV or hepatitis C to apply for this position as well as people who are queer, trans, Black, Indigenous, people of colour and/or living with a disability.

AIDS Community Care Montreal is looking for an Administrative Coordinator to join our team! ACCM is the only English-speaking community organization that offers prevention and support services to people living with HIV and/or Hepatitis C in Quebec. We work in collaboration with our many communities to build a compassionate and caring response to HIV and hepatitis C and do education work that equips people with the knowledge and skills needed to make informed decisions around their sexual health.

As a key and central member of the organization, the Administrative Coordinator will participate and contribute to many ACCM’s day-to-day tasks. The main duties will be to provide administrative support for the organization and the staff through office management, events coordination, and maintaining relationships with administrative stakeholders.

Office and Facilities coordination

  • Manage office administrative duties;
  • Plan and implement office, filing, and archive systems;
  • Coordinate layout and equipment procurement; 
  • Oversee facilities management (building repairs, installation of equipment, cleaning);
  • Maintain and replenish inventory; 
  • Oversee new and/or maintain contracts and suppliers, conduct cost analyses;
  • Membership and contract renewals;
  • Manages the voicemail system;
  • Liaise with technical support services, the City of Montreal, and other tenants of the building.

HR / Accounting

  • Orientation of new staff to ACCM, including overview of policies and protocols, and ensure that all relevant documentation be distributed;  
  • Maintain list of employees
  • Maintain vacation, sick leave and attendance records.
  • Manage employee benefit plan. 
  • Print and send cheques;
  • Payroll every other week;
  • Ensure that invoices are processed and paid on time;
  • Ensure that reporting is processed on time;
  • Ensure that receipts are added in the correct folders; 
  • Application, liaison, and coordination with Canada Summer Jobs and Emploi Québec positions.

Fundraising

  • Tax receipts for donations;
  • Donor database maintenance.

Other

  • Coordinate job postings; 
  • Aid in the coordination of organizational operations (Annual General Meeting, Annual Report, room booking, etc.);
  • Act as Gmail webmaster;
  • Help with notes taking during team meetings; 
  • Assist in writing and editing letters, applications, and grant proposals;
  • Connect with guest speakers for capacity building.
  • Identify opportunities for increased efficiency

Our ideal candidate has all of the following or a combination of the qualities below:

  • Is highly organized, detail oriented, and loves spreadsheets. Demonstrated planning experience is an asset;
  • Can work both independently and collaboratively depending on the contexts;
  • Understands the communities we serve and fervently supports ACCM’s mission, vision, and values; 
  • Is multilingual, fluent in French and English, both written and spoken.
  • Minimum 2-3 years bookkeeping experience. 
  • Minimum 1-2 years office admin experience. 

Specifications

ACCM operates Monday through Thursday, from 10:00 AM to 6:00 PM. The position offers a pay rate of $21.73 per hour for 32 hours per week. This includes 3 weeks of vacation, 10 paid sick days, and 4 personal days, in addition to end-of-year holiday closure. Health and dental benefits become available after a probationary period of 3 months.

How to apply?

Please submit a cover letter and CV to Mira Soueid (They/She) at ed@accmontreal.org with “Admin Coordinator” in the subject line by July 29th, 2024. Please also provide two references. Only successfully screened applicants will be contacted for an interview.