Office & Operations Coordinator

Job summary

Manage financial administration, including invoices, payment tracking, reconciliations, routine transactions, budgeting support, and audit preparation. Coordinate membership records, office operations, vendor relationships, HR administration, board support, and organizational meetings and events.

Job details

$55,000–$65,000 per year, commensurate with experience. Etobicoke, Ontario Our client is seeking a highly organized, versatile and detail-oriented Office & Operations Coordinator to support the day-to-day operations of the organization. This is a hands-on, multifaceted role encompassing accounting and financial administration, membership coordination, office operations, HR administration and board support. The successful candidate will be comfortable wearing multiple hats, managing competing priorities and working independently while collaborating with internal stakeholders and external service providers. Reporting to the CEO, the Office & Operations Coordinator will play an important role in maintaining efficient administrative processes, ensuring accurate financial and membership records, coordinating office activities and supporting the organization's overall operational requirements. This individual will also serve as a key liaison between the organization and its external bookkeeping and CRM providers. Responsibilities Accounting & Financial Administration Enter financial data, prepare and issue invoices, and track payments related to events and corporate partner agreements. Monitor outstanding receivables and follow up on overdue payments. Prepare monthly reconciliations between CRM records and the accounting system. Reconcile monthly corporate Visa statements and maintain accurate financial records. Process cheque deposits, payments and other routine financial transactions. Coordinate quarterly budgeting and forecasting activities with organizational leadership. Assist the external bookkeeper with annual audit preparation. Monitor financial procedures and internal controls to ensure accuracy and consistency. Membership Administration Process new membership applications, establish member profiles and ensure database information is accurate and complete. Coordinate the annual membership renewal process in collaboration with the Membership & Marketing team. Maintain membership records and support reporting and statistical requirements. Office Administration & Operations Coordinate general office operations, including facilities, office supplies, equipment and administrative requirements. Manage relationships with external vendors and service providers, including telecommunications and CRM providers. Maintain office procedures and administrative manuals. Coordinate mailings, courier packages and document filing in accordance with established procedures. Assist with IT and office-related requests and ensure the general office environment is well maintained. Provide administrative support to various departments and team members as required. Human Resources & Board Support Assist with employees onboarding and offboarding, HR administration, health and safety compliance and staff training coordination. Maintain office policies, procedures and related documentation. Track committee member appointments and terms, coordinate distribution of role descriptions and terms of reference, and prepare acknowledgements upon completion of appointments. Assist with recruitment administration, including preparing and posting job advertisements and ensuring timely website publication. Support website updates and content maintenance in collaboration with the Membership & Marketing team. Assist the CEO with Board documentation, branch compliance and required filings. Coordinate logistics for national leadership meetings and other organizational events. Qualifications Post-secondary education in Accounting, Finance, Business Administration or a related discipline. 2–5 years of experience in an Office Coordinator, Office Administrator or Operations Coordinator role. Previous experience within an association, non-profit or membership-based organization would be an asset. Solid understanding of accounting principles and experience with invoices, reconciliations and financial administration. Advanced proficiency in Microsoft Excel and/or Google Sheets. Experience working with CRM databases and accounting systems. Familiarity with HR administration, policies and procedures would be considered an asset. Strong organizational, time management and problem-solving skills. Excellent attention to detail and accuracy, particularly when handling financial and membership records. Strong written and verbal communication and interpersonal skills. Ability to manage multiple responsibilities, prioritize competing deadlines and adapt to changing needs. A proactive, resourceful and hands-on approach to problem-solving. Ability to work independently while contributing positively within a collaborative team environment. If you're looking for an opportunity where you can be your best self and join a fantastic team, look no further — apply today! Why Kelly® As a worker today, it’s up to you to take charge of your career and look for opportunities to learn, grow, and achieve your potential. Helping you find what’s next is what we’re all about. We know what’s going on in the evolving world of work—just ask the nearly 500,000 people we employ each year. Connecting with us means getting the support, guidance, and opportunities needed to take your career where you may have never imagined. About Kelly® At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re a leading advocate for temporary and non-traditional workstyles because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live. Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world. 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What you’ll do

Manage financial administration, including invoices, payment tracking, reconciliations, routine transactions, budgeting support, and audit preparation. Coordinate membership records, office operations, vendor relationships, HR administration, board support, and organizational meetings and events.

Requirements

A post-secondary education in accounting, finance, business administration, or a related discipline and 2–5 years of relevant office or operations coordination experience are requested. Candidates should have accounting and reconciliation knowledge, advanced spreadsheet skills, CRM and accounting system experience, strong organizational and communication abilities, and the capacity to manage competing priorities.

Benefits

• Extended Healthcare
• Dental Insurance
• Life Insurance
• Emergency Travel Assistance
• Holiday Pay
• Vacation Pay

Listed skills

• Accounting · Preferred
• invoicing · Preferred
• Microsoft Excel · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounting
• Financial Administration
• Invoicing
• Account Reconciliation
• Microsoft Excel
• Google Sheets
• CRM Database Management
• Membership Administration
• Office Operations
• Vendor Management
• Human Resources Administration
• Board Support
• Budgeting and Forecasting
• Recordkeeping
• Time Management
• Written and Verbal Communication

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Human Resources

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