Facilities and Administration Coordinator

Quadra Village Community Centre is looking for a well organized, knowledgeable and collaborative administrative professional who is inspired to work for our multi faceted grass roots community centre and social service agency. We've been making a difference close to home since 1974 and look forward to continuing this work with the eventual Facilities Administrative Coordinator.


Role:         Provides administrative support to the Executive Director and agency staff, and 
                  ensures efficient operation of the agency. Responsible for confidential and time 
                  sensitive material.  Prepares correspondence, reports and other documents.
                  Oversee facility operations for both the Centre and Neighbourhood Gym, creating 
                  and maintain a suitable environment for staff, program participants and the 
                  community. Responsible for maintenance and security of the buildings, 
                  equipment and grounds, by working with service providers, staff and volunteers. 
Key Duties and Responsibilities:
1. Coordinates administrative and clerical functions of the agency, performing a range of duties often involving material of a confidential nature
2. Attends meetings of the Board of Directors, staff, CAPC, Quadra Village Day and others, preparing draft agendas and minutes for the approval of the Executive Director
3. Organizes and schedules meetings; completing preparations for the Annual General Meeting, including notices, food, recording attendance and completing Membership forms
4. Develops and maintains an administrative filing system, both electronic and manual
5. Opens, sorts and distributes mail and emails received. Produces and distributes correspondence memos, letters and forms
6. Prepares letters of acknowledgment for donations received
7. Obtains statistical data from program staff and prepares quarterly and annual reports
8. Completes reports to funders or ensures that they are completed by appropriate staff to meet deadlines
9. Assists the Executive Director in the preparation of funding proposals and reports
10. Maintains contact lists and Memberships
11. Responsible for the development, implementation, scheduling, coordination and evaluation of the Community Centre and Gym programing
12. Manages program registration and facility rentals, working with collaboratively with Reception staff. Develops and maintains an accessible booking system
13. Facilitates the orderly functioning of QVCC and QVNG, including the maintenance of equipment and supplies
14. Ensures compliance with all safety and security protocols
15. Liaises with the City of Victoria, Capital Regional Hospital District, 901 Kings building administration and maintenance providers as required
16. Tracks building upkeep as well as anticipated long- and short-term improvements and maintenance
17. Responds to emergency situations, building alarms, or other urgent issues involving both facilities
18. Creates and implements emergency preparedness plans
19. Interviews, supervises and trains facility volunteers (maintenance, janitorial, building attendants and groundskeepers) 
20. Maintains supplies inventory by determining needs and overseeing placement of orders
21. Responds to general inquiries, by phone and in person, regarding Quadra Village Community Centre and Quadra Village Community Gym. Shares in the physical work of maintaining the Centre and assists as needed
22. Covers the reception desk when required
23. Participates to ensure a safe environment; observes potential hazards; remedies 
and/or reports to the appropriate person
24. Performs other related duties as required by the direct supervisor and/or Executive Director

• Demonstrated work experience and abilities in an administrative or facilities management role: or a combination of training, education and experience
• Demonstrated skills in general office duties: filing and clerical procedures; skilled typing and document/report preparation and layout; knowledge of personal computer applications
• Demonstrated supervisory skills and experience with paid and/or volunteer staff, with the ability to guide and motivate 
• Excellent time management skills and the ability to prioritize work
• Strong organization and problem solving skills; keen attention to detail
• Superior oral and written communication skills: excellent interpersonal and collaborative ability
• Ability to work under pressure of deadlines and with frequent interruptions
• Ability to work with integrity and respect in a diverse, multi-cultural community centre
• Computer proficiency, including Word, Excel and Power Point.  
• High school graduation. Relevant post-secondary training/education
• Analytical skills
• Physical ability to realign room furnishings, stack tables and chairs and climb ladders
• Ability to work evenings and weekends as assigned, with a flexible schedule

Benefits and Remuneration:
• $20 per hour, with 6% vacation pay 
• Eligible for full MSP, Extended Health, Dental, AD&D, Life Insurance and matching RRSP contributions 

Hours of Work: 
• 35 hours per week
• Schedule built around the Community Support Program, facility bookings, community events and Centre requirements

*Criminal Record Check is required.

**Indigenous and other people from minority backgrounds are encouraged to apply. QVCC is committed to creating a diverse workplace to represent the population we serve and to better meet the needs of the community. Consider joining our team and being part of an caring, inclusive, respect and community driven workplace.

Please send a resume and cover letter asap to admin@quadravillagecc.com