Job Description: ADMINISTRATOR


Company: Toronto CREW
Location: Toronto, Ontario (Toronto )
Job Category: Accounting
Job Type: Contract
Salary: Not Specified

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ADMINISTRATOR

WE'RE COMMITTED TO LEADING CHANGE

CREW Network is at the forefront of achieving gender equity and greater diversity in commercial real estate. We will achieve this by advancing women in the industry globally. Our membership offers unparalleled business networking and leadership opportunities both locally in your market and globally across our 13,000-member base.  Toronto CREW members are key decision makers of some of the most influential corporations in Canada, representing almost all the disciplines in commercial real estate. Members have immediate connections to high-performance professionals across all disciplines of commercial real estate within Toronto.

We are seeking a dynamic self-sufficient contributor to support administrative responsibilities related to various volunteer committees and Board members of Toronto CREW as follows:

Membership

  • Process membership renewals through M365 software, ensuring membership categories are still accurate and setting up reminder emails in the system. Update membership records with CREW Network. Check PO box for membership dues paid via cheque, deposit these and update in the M365 system.
  • Process new membership applications as received throughout the year, routing documents to the membership committee and then the Board for review, sending invoices to prospects. Once they have paid, sending membership welcome letters, and advise CREW Network of new members’ coordinates and other data. Coordinating Board-Call Buddy list for new members.
  • Follow up with unpaid new membership invoices – sending two weeks later through outlook in case the system generated invoice was not received.
  • Update database with revised coordinates throughout the year. Advise and update CREW Network where appropriate.
  • Report membership information by categories to the Membership Committee monthly.
  • Reconcile membership numbers with CREW Network reported membership numbers monthly.

Sponsorship

  • Set up existing and prospective sponsors in M365. Set up the Sponsorship “Store” in M365 to allow for online selection and payment of Sponsorship.
  • Send Sponsorship solicitation email through M365. Assist sponsors with logging into M365 and accessing the invoice through the system.
  • Check PO box for Sponsorships paid via cheque, deposit these and update in the M365 system.
  • Update the central tracking sheet for all Sponsorship monies received and for any changes to contact information received.

All Committees

  • Process all expenses from Committees ensuring that back up documentation as well as Director approval has been received.
  • Set up Committee members and Leadership on applicable One Drive Folders.
  • Respond to committee inquiries in a timely fashion and provide support where required.
  • Work on finances and financial support for all committees.
  • Invoice and follow up on Golf Sponsorship requests.
  • Issues Scholarship Winners payments and issue T4A’s at year end. Process free membership for winning Scholarship Applicants.

Financial

  • Receive, process and deposit cheques received by Toronto CREW.
  • Receive invoices and approved cheque requisitions from committee leaders and members, compile these into PDF’s and circulate to appropriate Bank Signatories for email approval. Set up all payments through EFT, or e-transfer in online banking system for release by Bank Signatory.
  • Hold and manage use of the Chapter’s MasterCard for appropriate use.
  • Code and record all transactions in QuickBooks accounting software. Perform bank reconciliations in a timely fashion, maintain contact with the chapter’s banks (BMO and Tangerine) acting as “Delegate”, as well as Member365 and Bambora processing companies, and maintain appropriate bookkeeping records for review by the Chapter’s Auditor as required. Maintain electronic records of cheque requisitions and support documents for all incoming and outgoing transactions.
  • Produce statements within 3 business days of each month end (Income Statement, Balance Sheet, budget and transaction summary) for Treasurer’s review for board reporting. Provide portfolio income/expense summaries to the chairs as needed for portfolio management.
  • Assist in the creation of the Chapter’s budget as requested and provide support for any special projects.
  • Collect and store proxy documents as relate to the Annual General Meeting. Provide a sign-in sheet for the AGM so that voting rights of attendees can be confirmed.
  • Deal with government agencies as required for taxes/incorporation issues/documents and reporting.
  • File HST statements each quarter and arrange for payments as applicable.
  • Work with auditors, in preparation of year-end financial reviews. Provide all documentation as requested by Auditors. Keep the Treasurer informed of any issues.

Board and Leadership

  • Respond to Board and Leadership requests for specific information, reports, or details as they may be required for the successful operation of the chapter.
  • Solicit Board members for meeting agenda items (for both Board meeting and end of month Board call). Remind Leadership of deadline for committee reports. Prepare a Board meeting agenda including a summary of items requiring approval and a summary of action items from prior meetings to be reviewed.
  • Compile and circulate documents for Board review a few days prior to the monthly meeting and the monthly board call.
  • Attend Board and leadership calls and meetings. Take minutes of the Board meetings and post these within 24 hours of meeting.
  • Provide membership and leadership updates to CREW Network, as required.
  • Work with Board members and Leaders on special or new projects as they arise throughout the year.
  • Attend to other miscellaneous matters as requested.

Qualifications

  • Minimum 2+ years of administration and/or financial support responsibilities.
  • Strong communicator (written and oral) with excellent interpersonal skills.
  • Understanding of accounting practices and bookkeeping skills, QuickBooks and CRM experience is an asset.
  • Self-motivated, organized individual with demonstrated problem solving skills.
  • Computer skills including Microsoft Outlook, Word, and Excel.
  • Flexible hours, mostly work from home with a requirement to attend in person meetings periodically.

Application Deadline

Please submit your cover letter and resume by October 31, 2023, to Toronto CREW at contactus@torontocrew.org.