JOB OVERVIEW
The Administrative and Asset Support Coordinator is responsible for providing comprehensive administrative, reception, records, and asset management support for Chief Kinosew Awasak Mikiwahp (CKAM). The position serves as the primary reception and administrative support resource for the CKAM North Administration Office, while also providing occasional reception coverage and administrative assistance to the North Programs Office as operationally required.
In addition to office administration responsibilities, this role serves as the central coordinator for CKAM's asset management program across all CKAM office locations. This includes maintaining organizational asset records, developing and managing asset tracking systems, coordinating inventories, maintaining sign-out and accountability processes, and ensuring asset documentation remains accurate, complete, and current. While day-to-day asset distribution and local inventory activities may be supported by designated staff at individual office locations, the Coordinator retains overall responsibility for asset recordkeeping, tracking systems, reporting, and organizational asset accountability.
As the first point of contact for the CKAM North Administration Office, the Coordinator greets staff, community members, and visitors, supports meeting and room bookings, maintains organized filing systems, and helps ensure the efficient operation of administrative services. The role requires excellent organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities across several office locations.
This job posting closes on June 15, 2026.
RESPONSIBILITIES
Front Desk & Reception
- Act as the first point of contact for visitors, staff, and community members.
- Provide accurate information in person, by phone, and by email.
- Maintain a welcoming, tidy, and organized reception area with necessary forms and materials.
- Track staff in/out of the building to support call routing and safety.
- Receive, sort, record, and distribute mail and deliveries.
- Assist with basic administrative inquiries and direct individuals to the appropriate staff.
Records, Filing, Information Management
- Create, organize, and maintain physical and digital filing systems.
- Sort, scan, file, and retrieve documents based on established procedures.
- Monitor and maintain file security and confidentiality at all times.
- Oversee file sign-out/sign-in processes.
- Archive and dispose of records in accordance with retention and destruction schedules.
- Assist with departmental audits related to records or information systems.
Asset, Inventory, Supplies Management
- Track, maintain, and reconcile accurate records of all CKAM North Office assets, supplies, and consumables.
- Conduct regular inventory counts, identifying shortages, inconsistencies, or replenishment needs.
- Physically distribute assets, equipment, and supplies to staff, programs, and CKAM buildings as required.
- Receive and intake returned assets into inventory, ensuring they are logged, inspected, and stored appropriately.
- Process and document inventory receipts, deliveries, and asset transfers.
- Monitor and replenish consumable supplies (such as office materials, program supplies, cleaning products, and other commonly used items) to ensure adequate stock levels.
- Flag low inventory levels and coordinate with the Office Manager to initiate orders.
- Maintain asset and inventory databases with accurate, real-time information.
- Assist in conducting audits of assets and inventory, ensuring all movement of items is properly tracked and justified.
- Support safe storage practices, ensuring both large assets and smaller consumables are organized, labeled, and accessible.
Booking, Scheduling, Administrative Coordination
- Manage the central booking system for meeting spaces and vehicles (as directed).
- Assist with preparing agendas, taking minutes, and coordinating meeting logistics.
- Maintain up-to-date internal directories, forms, and administrative tools.
- Support communications tasks such as drafting notices, updating forms, and maintaining bulletin boards.
- Provide general administrative support to the Office Manager and Operations Department as needed.
QUALIFICATIONS
Assets but not mandatory
- High school diploma or equivalent.
- 1–2 years of experience in administration, reception, filing, or inventory roles.
Required
- Proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
- Strong organizational and time management skills.
- Accurate data-entry and record-keeping abilities.
- Excellent communication and interpersonal skills.
- Ability to maintain strict confidentiality.
- Ability to work independently with minimal supervision.
- Post-secondary education in business administration or related field.
- Experience with electronic document management systems.
- Knowledge of inventory or asset management software.
- Understanding of First Nation communities and cultural awareness; Cree language an asset.
