Office Coordinator

The Office Coordinator has a key role in supporting the smooth and efficient daily operations of Big Brothers Big Sisters of Peterborough. This position is responsible for office coordination, financial administration (including bookkeeping and payroll), onboarding support, and general organizational support. The ideal candidate is highly organized, detail-oriented, and adaptable, with a strong ability to manage multiple administrative processes in a dynamic environment.

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%)

• Respond to general inquiries from volunteer applicants and families, and send application packages/checklists.
• 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.
• Proficiency in Microsoft Office applications and QuickBooks online.
• 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

At Big Brothers Big Sisters of Peterborough, we are dedicated to fostering an inclusive and diverse environment. We proudly operate as an equal opportunity employer and welcome applicants from all backgrounds. Regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status, we value and encourage your application. Your unique experiences and perspectives are an important part of what strengthens our community.

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