Support Services Administrator

• College Diploma or commensurate experience is preferred.
• 3-4 years’ proven administrative experience, preferable in a non-profit environment.

• Demonstrated ability to self-start, prioritize multiple tasks, maintain attention to detail, and get things done with limited direction.
• Demonstrated experience supporting multiple executives and navigating complex organizational dynamics.
• Strong customer service orientation.
• Troubleshooting and problem-solving abilities; able to exercise independent judgment and make good decisions.
• Ability to build strong relationships across the company and to know when and how to involve others outside of own department to get things done.
• Technologically savvy – advanced knowledge and proficiency with Microsoft Office (Word, Excel, PowerPoint, and Outlook) and an aptitude for new programs.
• Flare for visual presentations using PowerPoint and similar programs.
• Ability to handle confidential and sensitive materials.

• Serve as the first point of contact for requests to the Tenant Services Department and requiring the attention of the Tenant Services Leadership.
• Manage calendars of the Tenant Services Leadership.
• Schedule meetings with internal teams, partners and vendors and other stakeholders as required.
• Coordinate agendas, take meeting minutes, and follow up on action items.

• Plan and book domestic/international travel (flights, hotels, transport) for Tenant Services Leadership and management team.
• Prepare detailed itineraries and troubleshoot any travel issues.
• Track travel expenses and manage timely submission of receipts and reports.

• Support internal planning sessions, team offsites, and cross-functional meetings.
• Maintain internal documentation, vendor records, and basic contract tracking.
• Ensure timely alignment across teams by driving follow-ups on key initiatives.
• Monitor email and internal threads to surface key priorities and blockers for Tenant Services Leadership.
• Coordinate administrative and operational support to the department and compliance with internal protocols and legal requirements.
• Provide administrative support for departmental portals, e.g. set up user accounts, provide orientation to new users, and generate data reports to support committee work and decision-making.
• Identify opportunities for process improvement and support workflow efficiency.
• Collaborate with team members to support departmental objectives and ad-hoc administrative needs.
• Support the department’s external communications, ensuring clarity and consistency.

• Conduct research (e.g., vendors, venues, partnerships) to support leadership decisions.
• Assist with presentation creation and internal communications.
• Assist in coordinating projects as needed.

• Provide administrative and organizational leadership within the Director of Support Services office by:
• Preparing correspondence, informational materials, and presentations.
• Ensuring accurate word processing, and circulation of reports, minutes, proposals, and other departmental documents.
• Establishing and maintaining organized files, digital directories for departmental and records of departmental activities including meetings and information.
• Coordinate outgoing communications from the Director’s office by:
• Responding to requests for information.
• Initiating or following up on compliance with Ministry or organizational requirements and conducting necessary research.
• Coordinating scheduling and logistics for departmental and Director-level meetings, including preparation of materials and communication.
• Receiving and managing phone calls directed to the Director; in their absence, responding to inquiries, returning calls as appropriate, and maintaining an updated contact list.
• Coordinate incoming materials requiring the Director’s attention by:
• Keeping the Director informed of relevant funding agreements, Ministry directives, sector bulletins, and newsletters.
• Handles incoming communications by assessing, summarizing, and routing information to the appropriate internal parties for action.
• Ensuring the Director is consistently informed of relevant updates, serious issues, and departmental developments through accurate and timely communication.
• Coordinate administrative and operational support to the department by:
• Generating data-driven reports for Tenancy Services Leadership to support decision-making and deadline compliance.
• Gathering departmental statistics and contributing to the development of summary reports for organizational insight.

• Track and monitor Health and Safety inspection schedules.

• Be knowledgeable about and act within relevant legislation, including the Occupational Health and Safety Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities (AODA), Residential Tenancies Act (RTA) and Personal Health Information Protection Act (PHIPA).
• Model the organizational values, policies and professional ethics, and demonstrate commitment to the strategic direction.
• Demonstrate active support for organizational direction and priorities in own actions.
• Proactively engage in program and organizational change activities.
• Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed.
• Identify and remove barriers to service excellence.
• Demonstrate personal commitment and culture to wellness.
• Embrace and demonstrate Neighbours’ values in your actions.
• Participate in a work culture of positive thinking, initiative and creativity.
• Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively.
• Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal Neighbours committees as required.
• Ensure conduct is in accordance with the Standards of Practice when conducting work, and all applicable legislation is adhered to.
• Comply with policies of Neighbours including those pertaining to the confidentiality of client information.
• Represent the agency in a positive manner with clients, colleagues and the community at large.
• Participate in and represent the organization at external committees and forums as assigned.
• Participate in internal committees as assigned.
• Keep the manager informed and updated on relevant issues.

• Usually work in an office setting and in a team environment.
• Occasional work from site locations may be exposed to pests, individuals experiencing crisis, individuals who may be under the influence of substances, cleaning chemicals and some smoking environments.
• Work hours are 35 hours per week. Work evenings and weekends as required.
• May be required to travel to and work from other Neighbours locations.

Neighbours Community Homes