Linda Rebmann

Administration

• Maintained personnel records and updated internal databases to support document management.
• Screened and transferred incoming calls, took down messages, and transmitted information and documents to internal personnel.
• Collected, validated, and distributed information to employees.
• Computerized office activities, maintained customer communications, and tracked records through delivery.
• Assist in reviewing and formatting of documents to company standards, support managers with printing and binding of reports or letters and confidential documents. Frequently create forms and templates, converting of documents to fillable PDFs, and securing documents and applying e-signatures.
• Manage company memberships to professional organizations and journal subscriptions.
• Responsible for office mail management and courier services including contract review of courier services.
• Administer and create company surveys for staff satisfaction, fun events, and required forms.
• Responsible for coordinating travel arrangements, including booking flights, vehicle rentals and hotel accommodations for employees working out of town.
• Administer registrations of employees for conferences, workshops, tradeshows, webinars, etc.
• Responsible for general office tasks such as answering and directing calls for staff of 30, greeting visitors, maintenance of office equipment and liaising with suppliers for provisions.
• Responsible for office upkeep and maintenance of unique heritage office building.

Financial Services

• Support Controller with various bookkeeping tasks.
• Conduct monthly internal bank audit reviews.
• Review invoices and process in accounting system for payment.
• Issue purchase orders.
• Preparation of expenses and reviewing employee expense claims.
• Prepare reconciliations, processing company bank deposits.
• Complete credit applications and setup accounts with vendors.
• Operate and used new technologies as they were developed and implemented.

Project Coordination

• Support President and Leadership Team in coordinating and preparing for company semi-annual all staff meetings and employee engagement events thereafter.
• Administer company contacts database ensuring content updated (over 1,000 contacts). In 2021, worked with Project Coordinator in successfully transitioning our company contacts of from Outlook into new web software, HubSpot. This involved reviewing and purging process of over 3,000 contacts and filtering through who were relevant to transfer into new program and ensuring all information was accurate and current.
• In 2017, worked with Program Manager in transitioning company from paper based to electronic HR system. Partaking in implementation team and subsequently administrating it to ensure best optimization of software functionality. Was also primary support to employees with system questions.
• Manage and coordinate extensive annual “Operation Christmas” project while keeping within budget. This includes coordination of sending over 300 personalized cards to clients and organizing elaborate company holiday party and seasonal events.
• Administer company internal website for content and user management.
• Member of company Green Team, coordinated and participated in events throughout year in supporting green initiatives.

Human Resources

• Primary administrator of human resources software, BambooHR. In consultation with Leadership Team, assist in procurement process by posting positions and reviewing resumes; assign onboarding or offboarding tasks to team members; upload all employment related documentation to employee profiles; upload and track training documents; support managers with performance assessment cycles; and running various reports. Responsible for maintaining system content up to date and current.
• Administer onboarding and offboarding of employees joining and leaving company. In 2021 we saw 13 new hires, and 12 departures. In year prior, we grew by 30%, taking on 11 new staff.
• Oversee contracted staff (i.e. Janitorial company, Fraserside Community crew, Printer IT Tech)
• Administer employee handbook for annual content review and updates in consultation with Leadership Team.
• Support Controller with completing benefits applications for employees.

• Oversaw, supervised, and supported team of five service representatives in branch.
• Organized staff branch meetings.
• Responsible for preparing/reviewing monthly accounting ledgers.
• Met with people interested in opening accounts and discussed best options for their needs. Opened new personal and business membership accounts.
• Coordinated and promoted advertising campaigns / open house events for branch.
• Reviewed, recommended, and implemented better processes to improve efficiencies.
• Responded to member complaints and worked diligently to resolve matters swiftly.
• Maintained attendance records, submitted employee payroll timesheets for processing.
• Responsible for identifying, reviewing, and reporting suspicious account activity.

• Office Assistant to General Manager and Operations Manager.
• Responsible for recruitment, interviewing and hiring of new employees.
• Responsible for maintaining up-to-date confidential personnel files.
• Monitored employee performance appraisals and attendance records.
• Coordinated with external consultants for employee skills training.
• Primary contact for employee Human Resources Policy enquiries from employees.
• Administrated employee benefits plan & in-house pension plan.
• Coordinated board of director elections process in consultation with General Manager.
• Maintained Board of Director governance files.
• Organized and coordinated business meetings.
• Organized staff social functions.
• Performed various clerical duties, such as typing, filing, copying, and binding
• Developed 2-day orientation program and reference material for new employees.
• Developed and participated in leading in-house training workshops on various topics.
• Designated as one of five core trainers for new computer banking system.
• Coordinator for Annual General Meeting assembly with over 100 guests.
• Supervised job interviews and conducted exit surveys to verify compliance with HR best practices.