Office Coordinator

Key Responsibilities

Financial Administration (30%)
- Perform bookkeeping duties including reconciling monthly expenses and income using QuickBooks (or similar software).
- Process and track invoices, staff expense forms, receipts, and payment approvals in collaboration with the Executive Director.
- Administer employee payroll
- Support annual audit preparation with appropriate financial reporting and documentation.
- Process incoming donations and deposits; issue tax receipts and thank-you letters.

Office & Administrative Coordination (30%)
- Maintain general office operations: order supplies, manage mail distribution, monitor shared spaces, and oversee reception duties.
- Monitor and respond to the agency’s general inbox and phone line; triage inquiries to appropriate staff.
- Maintain and update internal systems including contact lists, match/waitlist trackers, and shared calendars.
- Keep printed materials and shared files organized and up to date (e.g., labels, brochures, forms, Google Drive).
- Prepare documents for the Annual General Meeting (AGM), including posting reports and coordinating with the board.

Staff Onboarding & HR Support (10%)
- Support staff and placement student onboarding such as drafting student offer letters, collecting documentation, and tracking required forms and training.
- Assist the Executive Director with maintaining up-to-date employee records including payroll documentation, vacation/lieu time, absences, and any HR documentation.
- Support scheduling and tracking staff/volunteer training and compliance documentation.

Program Support & Volunteer Onboarding (20%)
- Coordinate and schedule intake interviews, home assessments, and profile presentations with caseworkers and applicants.
- Send police check request letters and follow up on reference questionnaires.
- Maintain ongoing communication with applicants to ensure engagement through onboarding.
- Send acceptance letters and maintain both digital and physical files for all applicants.
- Track and update detailed screening checklists (11-15 steps per applicant) and volunteer/client registries.
- Enter and update data in the Service Delivery Platform (SDP) and prepare monthly program stats for the Executive Director.

Bingo Administration (5%)
- Schedule and coordinate agency volunteers for Bingo shifts and ensure coverage is maintained.
- Submit monthly Bingo Reports in accordance with regulatory and agency guidelines.
- Share awareness posts and reminders related to Bingo opportunities.
- Attend Bingo shifts occasionally (2.15-hour shifts) as needed for coverage or support.

Facilities & Maintenance Support (5%)
- Order cleaning, kitchen, and bathroom supplies as needed.
- Assist the Executive Director in managing maintenance and building-related issues, including coordinating repairs, inspections, or vendor access.

Qualifications:

- 4+ years’ experience in office coordination, HR admin, or bookkeeping role.
- 2-year Business Administration Diploma or relevant equivalent is preferred.
- Strong organizational and multitasking skills; ability to meet deadlines and adapt to shifting priorities.
- Ability to maintain confidentiality and demonstrate sound judgment and professionalism.
- Ability to work within budgetary guidelines or financial constraints
- Excellent interpersonal, verbal, and written communication skills.
- Experience in nonprofit administration is an asset.
- Experience with another Big Brothers Big Sisters agency is an asset.

Additional Requirements
- Must pass a vulnerable sector police check.
- Must have a vehicle or means of transportation as off-site events and work can be required.
- May occasionally be required to work evenings or weekends during agency events or peak periods.

Equity, Diversity, and Inclusion

**Job Types**: Full-time, Fixed term contract
Contract length: 6 months

Pay: $18.00-$20.00 per hour

Expected hours: 30 per week

Work Location: In person