Grants Administrative Coordinator

Grants AdministrativeCoordinator

Hope Air is seeking a detail-oriented and highly organized Grants Administrative Coordinator to support the tracking, reporting, and stewardship requirements for foundation partners. This role ensures that our reporting is accurate, compliant, and delivered on time, reinforcing our commitment to transparency and strong funder relationships.

Reporting to the Senior Manager, Grants and supporting both the Foundations and Corporate portfolios, the Grants Administrative Coordinator supports the full lifecycle of foundation funding commitments through reporting, tracking, acknowledgment, and internal record management and provides reporting supports to others.

This role is ideal for someone early in their fundraising or nonprofit operations career who enjoys writing, data organization, and coordinating timelines across multiple stakeholders.

This is a remote role with office space available in Toronto.

Key Responsibilities:

• Reporting and Stewardship

• Track and prepare foundation grant reports, ensuring accuracy, completeness, and alignment with funder requirements

• Maintain a reporting calendar to ensure all deadlines are met

• Gather data, program outcomes, and financial information needed for submissions

• Prepare and send gift acknowledgment letters for foundation supporters, ensuring timely and appropriate recognition

• Data and Records Management

• Maintain accurate and audit ready grant and donor records in Salesforce and SharePoint

• Update documentation, deadlines, acknowledgment status, and reporting requirements consistently

• Assist with pulling data and generating internal reports when needed

• Cross Functional Collaboration

• Work closely with internal teams such as Finance, Client Care, and Program Operations to collect necessary information

• Support the Grants Manager and Senior Manager, Corporate Partnerships on stewardship tasks and reporting insights

• Administrative Coordination

• Support the organization's overall fulfillment and stewardship plan by ensuring partner obligations are clearly tracked

• Assist with internal file management, document preparation, and template updates

• Provide general administrative support to the Grants team as needed

Note that some of the above responsibilities may be tweaked slightly based on the candidate's experience and areas of strength. Any such minor amendments to the above will be shared with the candidate as part of the hiring process.

Qualifications

• One or more years of experience in fundraising, nonprofit operations, administration, or a related field

• Strong writing and editing skills, with an ability to present information clearly and accurately

• Comfort working with data, spreadsheets, and documentation

• Experience using CRMs such as Salesforce is an asset

• High attention to detail and strong organizational skills

• Ability to manage multiple deadlines and competing priorities

• A collaborative and proactive approach to teamwork

Working at Hope Air:

• Salary: $48,000 - $55,000

• Comprehensive benefits, including health, dental, vision, and paramedical coverage

• Team bonus plan based on performance and achievement.

• Open and supportive team environment where your ideas are valued.

• Generous vacation leave with support for professional development.

• Celebrate your birthday with an extra day off.

• Opportunities for career advancement and professional growth.

• Regular team-building activities and social events.

• Be part of a team of passionate staff, volunteers, and supporters dedicated to making a difference.

• A holiday closure to relax and spend time with family & friends.

Why Join Hope Air?

Healthcare is universal in Canada—but access is not. Many Canadians must delay or forgo medical care due to travel costs. By joining Hope Air, you play a vital role in helping thousands access the care they need, when and where they need it.

Application Details:

• Anticipated Start Date: Early February 2026