Position Title: Interim Office Coordinator

Reporting to: Executive Director Position Type: Part-time (24 hours) Schedule: Monday to Friday Salary: 24.56$-30.67$

The Office Coordinator plays a key role in the day-to-day operations of AMCAL Family Services by providing administrative, operational, and organizational support to the Executive Director and program team. This position helps ensure the office runs efficiently by coordinating office administration, facilities, technology, events, fundraising logistics, and organizational documentation. The ideal candidate is highly organized, proactive, and enjoys balancing a variety of responsibilities in a collaborative, community-focused environment.

Key Responsibilities

1. Office Administration & Operations

• Coordinate the day-to-day administrative functions of the office.
• Maintain office supplies, equipment, and inventory.
• Organize and maintain digital and physical filing systems.
• Coordinate mail, deliveries, and general office correspondence.
• Prepare organizational documents, forms, and templates.
• Assist with scheduling meetings and maintaining shared calendars.
• Support the Executive Director and program coordinators with administrative tasks as required.
• Identify opportunities to improve administrative processes and office efficiency.

1. Facilities & Technology Coordination

• Coordinate building maintenance, repairs, and service providers.
• Liaise with external vendors for cleaning, landscaping, security, HVAC, and other facility needs.
• Monitor office equipment and coordinate repairs or replacements when necessary.
• Coordinate employee technology setup, including user accounts and equipment for new staff.
• Serve as the primary contact for routine technology support and coordinate with external IT providers when needed.
• Help maintain an organized, safe, and welcoming office environment.

1. Administrative Support & Documentation

• Prepare meeting agendas, record meeting minutes, and track action items.
• Maintain organizational policies, procedures, forms, and operational documents.
• Organize shared digital resources to ensure staff have access to current information.
• Assist with preparing reports, presentations, and supporting documentation.
• Support board and committee administration as required.
• Serve as the primary point of contact for community inquiries, redirecting questions as appropriate and fostering strong community ties.

1. Staff & Human Resources Support

• Coordinate onboarding logistics for new employees and volunteers.
• Support internal communications and staff engagement initiatives.
• Assist with maintaining employee records and organizational documentation.

1. Fundraising & Community Support

• Provide administrative support for fundraising initiatives and donor stewardship activities.
• Maintain donor and sponsor records.
• Coordinate donation acknowledgements and thank-you correspondence.
• Assist with grant administration and reporting documentation as required.
• Support the coordination of community partnerships and organizational initiatives.

1. Event & Meeting Coordination

• Coordinate the logistics for internal meetings, staff training sessions, workshops, and organizational events.
• Assist with planning and coordinating events such as the Annual General Meeting, staff appreciation activities, and community initiatives.
• Book venues, catering, equipment, and supplies as required.
• Coordinate event registrations, volunteers, and day-of logistics.
• Prepare event materials and complete post-event administrative follow-up.

Qualifications

• Post-secondary degree in Office Administration, Business Administration, Human Resources, Public Administration, or a related field, or an equivalent combination of education and experience.
• Minimum 2–3 years of experience in office administration, office coordination, or a similar role.
• Excellent organizational, communication, and time management skills.
• Strong proficiency with Microsoft Office 365.
• Ability to manage multiple priorities while maintaining attention to detail.
• Demonstrated ability to work independently and collaboratively in a team environment.
• Experience coordinating facilities, vendors, technology, and organizational events is an asset.
• Experience working in a non-profit or community-based organization is an asset.
• Experience with fundraising administration, donor databases, or grant documentation is an asset.
• Fluency in English and French (spoken and written) is required.