Overview
The Administrative Lead is a versatile, hands-on role that serves as the operational and financial backbone of the organization. Reporting to the Executive Director, this position is responsible for the full cycle of day-to-day bookkeeping and for coordinating and executing administrative functions that keep the office running smoothly.
This is a practitioner-level role well suited to a detail-oriented professional who takes ownership of their work, manages competing priorities with minimal supervision, and finds satisfaction in being the person others rely on to keep things organized and on track. The successful candidate will be equally comfortable processing payables, reconciling accounts, and preparing financial reports as they are managing office systems, supporting staff, and handling correspondence.
In a small non-profit environment, this role carries real organizational weight. The Administrative Lead is often the first point of contact for vendors, funders, and visitors, and plays a key supporting role in board meeting preparation, document management, and day-to-day staff coordination. Accuracy, discretion, and a collaborative spirit are essential.
This position works closely with the Executive Team and supports the broader team in delivering on the organization's mission to provide safe, structured addictions treatment in the Maple Ridge and Greater Vancouver community.
Key Responsibilities
Bookkeeping and Financial Administration
- Perform full-cycle bookkeeping, including accounts payable, accounts receivable, bank reconciliations, and general ledger maintenance
- Ensure all appropriate documentation is recorded in relevant software (QuickBooks, DEXT, etc.)
- Process bi-weekly payroll
- Prepare monthly financial reports for the Executive Director and Board of Directors
- Support the annual audit process and liaise with external accountants
- Assist with annual budget preparation and variance tracking
- Maintain grant and project-specific financial records in compliance with funder requirements
- Manage vendor relationships and review contracts for financial compliance
Human Resources
- Manage the full employee lifecycle, including recruitment, onboarding, performance management, and offboarding
- Develop, implement, and maintain HR policies, procedures, and the employee handbook in compliance with BC Societies Act, the BC Employment Standards Act and WorkSafeBC requirements
- Administer compensation and benefits programs, including annual review processes
- Provide guidance to management and staff on HR matters, conflict resolution, and workplace conduct
- Maintain accurate and confidential employee records
- Support organizational culture, staff engagement, and professional development initiatives
- Oversee employee time management, including scheduling, time cards, vacation requests, sick days, etc. Communicate with managers about eligibility. Maintain employee time management records.
- Coordinate WorkSafeBC reporting and claims management
- Process employee and volunteer criminal record checks
- Ensure all employee files are kept up to date. Track and maintain employee certificate requirements such as First Aid, Foodsafe, etc. Schedule re-certification for staff when necessary
- Assist in conducting employee performance reviews
Operations and Administration
- Oversee general office operations, ensuring efficient day-to-day functioning of the organization
- Supervise and support administrative activities (when applicable)
- Manage office systems, filing, document management, and records retention
- Coordinate board meeting logistics, including agenda preparation, minute-taking, and distribution of materials
- Manage vendor and supplier relationships, including food, office equipment, IT, and facilities. Conduct cost comparisons on vendors offerings to ensure the best pricing possible
- Be the first point of contact between InnerVisions and our suppliers
- Identify and implement process improvements to strengthen organizational systems
- Directly assist the Executive Team with any relevant tasks or special projects as necessary
QUALIFICATIONS
Required
- Bachelor's degree in Business Administration, Public Administration, Human Services, Leadership, Communications, or a related field is required.
- Minimum 5 years of progressive experience in an operations, HR, or office management role, ideally within a non-profit or public sector environment
- Demonstrated experience with full-cycle bookkeeping; proficiency in QuickBooks and DEXT
- Working knowledge of BC employment legislation, including the Employment Standards Act and WorkSafeBC regulations
- Strong proficiency in Google/ Microsoft Office Suite (Word, Excel, Outlook) and experience using payroll software (Payworks, ADP, Workday)
- Exceptional organizational skills with the ability to manage competing priorities independently
- Team player willing to help out with any tasks that contribute to the success of the team
- Discretion and sound judgment in handling sensitive employee and financial information
- Clear and professional written and verbal communication skills
Preferred
- CPHR designation or working toward the designation
- Experience in the non-profit sector
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
- Vision care
Work Location: In person
