Administration Manager

The Organization

People all over the world partner with Habitat for Humanity to build or improve a place they can call home. With our help, Habitat for Humanity partner families achieve strength, stability, and the self-reliance they need to build a better life for themselves and their families. Proudly owned and operated by Habitat for Humanity Sunshine Coast (HFHSC), the Habitat for Humanity ReStore (ReStore) plays an integral part in Habitat for Humanity’s mission, bringing financial support for our work and offering a unique opportunity for people across our communities to experience and interact with us.

Diversity

The incumbent will actively practice and promote HFHSC Human Resources Diversity Policy by removing visible and invisible barriers to opportunity, employment, advancement, and self-expression. Actively foster a culture where diversity, equity, and inclusion are core to our thinking, strategies, and actions.

General Summary

Reporting to the Executive Director (ED) the Administration and Marketing Manager (AMM) provides administrative support through providing a high-level organizational skills and execution of tasks related to the ED’s workload, the operation of HFHSC Affiliate & ReStore operations, and the interaction between HFHSC and its Board of Directors. The AMM maintains detailed files and exercises a great deal of discretion and maintains confidentiality.

The AMM is also responsible for developing and executing marketing strategies to promote HFHSC's housing program and ReStore retail operation, aiming to increase brand awareness, attract partner family applicants, volunteers, donors, and generate product donation leads, and drive ReStore sales.

Principal Responsibilities and Duties

The AMM is responsible for all aspects of managing the daily administration and marketing of HFHSC utilizing volunteers whenever possible. This position is also a strong advocate for the Habitat for Humanity brand and is responsible to support and promote the mission in day-to-day activities. The AMM is a leadership role, and as such, you should be prepared to manage daily administration, troubleshoot problems in the workplace, ensure a positive customer, volunteer, and donor experience and lead a team of volunteers by performance example. The AMM has strong interpersonal skills and is adaptable to a changing environment on a daily basis.

You will lead the team in striving to meet the operational objectives of the 2023-2026 Strategic Plan.

Customer Experience

· Provide positive, professional interactions with ReStore customers – in person and on the phone – at all times

· Maintain a high standard for cleanliness, neatness, functionality, and overall presentation of the ReStore and Affiliate Offices.

· Ensure products are displayed and merchandised for optimum exposure and salability

· Ensure displays are updated regularly and kept current

· Generate sales and identify and capitalize on upselling opportunities

Donor Experience

· Adhere to established Donor Relations Policies and Donation guidelines and processes

· Provide positive, professional interactions with donors at all times

· Oversee the Asst. Manager or others in screening donated goods for suitability

· Coordinate with the ReStore Manager/Staff regarding the pickup and/or delivery of donations and purchased items, and occasional support for the Recycling program.

· Oversee the receipting of donated goods, funds, or other contributions.

· Assist in taking calls for donations in accordance with Donor Experience process

· Interface with other Habitat for Humanity operations for procurement of goods

Marketing Activities

· With ReStore Manager create and manage in-store sales and promotions

· Plan and implement all marketing activities including website, social media, radio, print, and events as well as development and publication of marketing materials

· Implement Donor Management System (DRM) Findjoo and utilize it for tax receipt, marketing and fundraising activities as assigned by the ED

Staff and Volunteer Management

· Following the HFHSC Human Resources Policy be responsible for training, safety, performance, motivation, talent development, scheduling, and conflict resolution for direct reporting positions and volunteers, and ensure that they in turn do so for their direct reports

· Ensure that all direct reports either staff or volunteer have signed job descriptions and annual performance reviews.

· Create a team environment to facilitate: the setting of goals, daily routines, meetings, hearing of suggestions, comments, and concerns, monitor progress and praise success.

· Work with and direct staff and volunteers of varying abilities and backgrounds

· Assist in identification, recruitment, training, and mentoring of staff and volunteers

· Ensure attendance and timesheet reporting for staff and volunteers

· Conduct annual performance reviews

· Report on staff and volunteer performance to Executive Director and Volunteer Coordinator

· Ensure staff and volunteer orientation and training programs, including safety procedures, are implemented in accordance with budgets and requirements established and approved by the Executive Director

· Read and understand all safety and operational manuals

Financial Management

· Maintain daily, monthly, and quarterly sales and store credit logs

· Manage petty cash

· Complete accurate recording of donor information for tax receipting

· Follow budget guidelines on Administration and Marketing operational expenses

· Support Executive Director in developing and implementation of annual budget

General Administration

· Ensure adherence to all HFHSC policies, procedures, and practices

· Provide basic IT support for the organization

· Establish and maintain an electronic filing system for all HFHSC records for secure access both in the office and remotely

· Administer membership program

· Responds to phone, email and in person enquiries providing general information and referring enquiries to appropriate sources based on a general knowledge of HFHSC’s priorities, policies, procedures, and personnel.

· Provides support to the CEO and Board of Directors by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed up to and including drafting annual reporting documents.

· Address and document all customer, donor, and volunteer complaints

· Ensure all Affiliate and ReStore reporting/compliance for Habitat for Humanity Canada

· Implement policies and procedures as specified by the Executive Director

· Undertake other related duties as identified by the Executive Director

Qualifications

· Post secondary education or other training and education in Administration and Marketing

· Strong analytical and problem-solving skills

· Experience with various marketing channels including high level of digital marketing proficiency

· Experience in general administrative activities

· Excellence in customer service

· High degree of integrity and business ethics

· Adaptability to changing priorities

· Proficiency in computer skills

· Valid Drivers Licence

· Criminal Record Check

· Knowledge of the structure, purpose, and the operation of a nonprofit organizations an asset.

· Willingness to participate in Nonprofit Management training

Incidental Functions

· Other related duties as assigned

Conduct

· Act with honesty and integrity in accordance with any professional standards and/or governing laws and Legislation

· Treat everyone with respect and dignity regardless of their personal characteristics, background, or values

· Support the decisions and directions of the Board and the Executive Director of the HFHSC

· Respect the confidentiality of information learned because of working with HFHSC

Work Conditions

Work is primarily performed in a resale environment and will also include work in office and production environments. The work environment is fast paced with frequent short-term deadlines. Critical or unusual situations occur regularly. A high level of adaptability is required.

Job Type: Full-time

Pay: $24.61-$28.61 per hour

Expected hours: 32 per week

Benefits:

Casual dress

Company events

Disability insurance

Extended health care

Life insurance

Mileage reimbursement

On-site parking

RRSP match

Store discount

Vision care

Flexible language requirement:

French not required

Schedule:

Monday to Friday

Location:

Sechelt, BC (V0N) (required)

Work Location: In person

Application deadline: 2025-05-24

Expected start date: 2025-05-26

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