Office & Operations Coordinator
$55,000–$65,000 per year, commensurate with experience.
Etobicoke, Ontario
Our client is seeking a highly organized, versatile and detail-oriented Office & Operations Coordinator to support the day-to-day operations of the organization.
This is a hands-on, multifaceted role encompassing accounting and financial administration, membership coordination, office operations, HR administration and board support. The successful candidate will be comfortable wearing multiple hats, managing competing priorities and working independently while collaborating with internal stakeholders and external service providers.
Reporting to the CEO, the Office & Operations Coordinator will play an important role in maintaining efficient administrative processes, ensuring accurate financial and membership records, coordinating office activities and supporting the organization's overall operational requirements. This individual will also serve as a key liaison between the organization and its external bookkeeping and CRM providers.
Responsibilities
Accounting & Financial Administration
+ Enter financial data, prepare and issue invoices, and track payments related to events and corporate partner agreements.
+ Monitor outstanding receivables and follow up on overdue payments.
+ Prepare monthly reconciliations between CRM records and the accounting system.
+ Reconcile monthly corporate Visa statements and maintain accurate financial records.
+ Process cheque deposits, payments and other routine financial transactions.
+ Coordinate quarterly budgeting and forecasting activities with organizational leadership.
+ Assist the external bookkeeper with annual audit preparation.
+ Monitor financial procedures and internal controls to ensure accuracy and consistency.
Membership Administration
+ Process new membership applications, establish member profiles and ensure database information is accurate and complete.
+ Coordinate the annual membership renewal process in collaboration with the Membership & Marketing team.
+ Maintain membership records and support reporting and statistical requirements.
Office Administration & Operations
+ Coordinate general office operations, including facilities, office supplies, equipment and administrative requirements.
+ Manage relationships with external vendors and service providers, including telecommunications and CRM providers.
+ Maintain office procedures and administrative manuals.
+ Coordinate mailings, courier packages and document filing in accordance with established procedures.
+ Assist with IT and office-related requests and ensure the general office environment is well maintained.
+ Provide administrative support to various departments and team members as required.
Human Resources & Board Support
+ Assist with employees onboarding and offboarding, HR administration, health and safety compliance and staff training coordination.
+ Maintain office policies, procedures and related documentation.
+ Track committee member appointments and terms, coordinate distribution of role descriptions and terms of reference, and prepare acknowledgements upon completion of appointments.
+ Assist with recruitment administration, including preparing and posting job advertisements and ensuring timely website publication.
+ Support website updates and content maintenance in collaboration with the Membership & Marketing team.
+ Assist the CEO with Board documentation, branch compliance and required filings.
+ Coordinate logistics for national leadership meetings and other organizational events.
Qualifications
+ Post-secondary education in Accounting, Finance, Business Administration or a related discipline.
+ 2–5 years of experience in an Office Coordinator, Office Administrator or Operations Coordinator role.
+ Previous experience within an association, non-profit or membership-based organization would be an asset.
+ Solid understanding of accounting principles and experience with invoices, reconciliations and financial administration.
+ Advanced proficiency in Microsoft Excel and/or Google Sheets.
+ Experience working with CRM databases and accounting systems.
+ Familiarity with HR administration, policies and procedures would be considered an asset.
+ Strong organizational, time management and problem-solving skills.
+ Excellent attention to detail and accuracy, particularly when handling financial and membership records.
+ Strong written and verbal communication and interpersonal skills.
+ Ability to manage multiple responsibilities, prioritize competing deadlines and adapt to changing needs.
+ A proactive, resourceful and hands-on approach to problem-solving.
+ Ability to work independently while contributing positively within a collaborative team environment.
If you're looking for an opportunity where you can be your best self and join a fantastic team, look no further — apply today!
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