Operations Coordinator

Digital Moment is a Canadian charity determined to make sure youth are educated with the skills to thrive, the knowledge to make informed decisions, and the tools they need to use technology to make the world a better place. We work hard to develop and deliver the best computational thinking and coding education, _dans les deux langues officielles_, in Canada. And our efforts are making an impact.

We are continuously innovating and creating immersive and engaging experiences where young people can learn digital skills such as coding, algorithm and data literacy, and artificial intelligence to have a social impact. We are currently looking to hire an Operations Coordinator to join our team and help support the entire organization.

As Operations Coordinator, you will handle operational and administrative duties and coordinate general administration within the organization. You will work with the DM team to ensure all day to day operational and administrative needs are fulfilled. This includes, but isn't limited to, responsibilities for logistics, communications, reporting, and tech support. Reporting to the Operations Director, you will closely interact with all teams across the organization on multidisciplinary projects.

**Location: Montreal area. The incumbent will be required to go into our Montreal office on a weekly basis to fulfill certain tasks of this role.**
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Digital Moment est un organisme canadien à but non lucratif déterminé à faire en sorte que les jeunes acquièrent les compétences digitales nécessaires pour s'épanouir, les connaissances pour prendre des décisions éclairées et les outils dont ils ont besoin pour utiliser la technologie afin de rendre le monde meilleur.

Nous développons constamment des programmes et initiatives innovantes afin de répondre à notre mission et aux besoins des jeunes. Nous cherchons actuellement à recruter un coordinateur des opérations pour rejoindre notre équipe et aider à soutenir l'ensemble de l'organisation.

En tant que coordinateur.trice des opérations, vous vous occuperez des tâches opérationnelles et administratives et coordonnerez l'administration générale au sein de l'organisation. Vous travaillerez avec l'équipe de DM pour vous assurer que tous les besoins opérationnels et administratifs quotidiens sont satisfaits. Cela inclut, sans s'y limiter, des responsabilités en matière de logistique, de communication, de rapports et de soutien technique. Sous la responsabilité du directeur des opérations, vous interagirez étroitement avec toutes les équipes de l'organisation sur des projets multidisciplinaires.

**Lieu de travail: Montréal ou environ. Le.la titulaire devra se déplacer à nos bureaux de Montréal de manière hebdomadaire afin de remplir certaines fonctions du poste.**

**Requirements**:
WHAT YOU'LL DO:
Operational Coordination:

- Provide administrative and operational support for the organization, including managing group calendars, making travel arrangements, screening and handling telephone communications, and dealing with administrative issues and inquiries as appropriate.
- Work with the Finance team to process invoices, make payments, and track receipts.
- Coordinate and oversee the day-to-day management of supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities.
- Serve as a primary point of administrative contact and liaison with other teams, employees, and external contacts on a range of specified issues.
- Own the relationship with our outsourced IT provider and ensure the technical equipment needs of the team are met

Schedule Management:

- Own the booking management software (OnceHub)
- Support, validate and troubleshoot the automations of the booking process: zone assignments, employee availability etc.
- Provide feedback to improve processes in place
- Manage booking change/cancellation requests
- Assist instructors with availability changes: replacements
- Plan and organize workshop delivery dates in different areas
- Coordinate travel arrangements
- Coordinate material shipping
- Keep an up to date booking record
- Help coordinate external participation in activities
- Support the activities workflow management

WHAT YOU'LL NEED:

- Exceptional interpersonal and communication skills (in English and French) and the ability to work effectively with a wide range of personalities and working styles.
- Strong proficiency with office technology and equipment (computers, printers, VoIP system, etc.)
- Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
- Highly organized and able to create an organized and easy-to-follow system for others
- Ability to handle multiple tasks and duties simultaneously
- Independently motivated, with the ability to take on tasks and duties without immediate direction
- Solid time-management abilities with the ability to