JOB OVERVIEW
We are seeking a highly organized and proactive Administration Coordinator to join our team. This role is essential in ensuring smooth office operations, effective communication, and efficient management of administrative tasks. The ideal candidate will have strong clerical and office experience, excellent communication skills, and the ability to oversee various administrative functions such as bookkeeping and document keeping. This position offers an opportunity to contribute to a dynamic environment where organizational skills and attention to detail are highly valued.
Role Purpose
The Administration Coordinator is responsible for the administrative, financial, and organizational systems that support the day-to-day functioning of the club. This role ensures club records, communications, registrations, invoicing, and operational paperwork are organized, accurate, and up to date.
KEY RESPONSIBILITIES
Financial Administration
- Manage Uplifter registration accounts and reconcile with QuickBooks
- Process invoicing and payment tracking
- Complete reconciliations and basic bookkeeping duties
- Prepare bank deposits and complete deposit runs
- Ensure program invoices are paid prior to participation deadlines
- Assist with financial record organization and reporting preparation
- Track and keep required lottery ticket/fundraising records and documentation
Administrative Systems & Office Management
- Manage general club administrative systems and organization
- Respond to general and recreational program emails
- Maintain organized filing systems (digital and physical)
- Manage office supplies, forms, and paperwork
- Maintain scheduled “office hours” during recreational programming
HR & Staff Documentation
- Maintain employee files and onboarding paperwork
- Track staff certifications, NCCP courses, and required qualifications
- Ensure all required documents are current and properly filed
Program Administration
- Print and organize attendance sheets, emergency contacts, and program documents
- Ensure coaches have necessary paperwork prior to programs/classes
- Assist with registration setup and program organization, as needed
Facility & Operational Management
- Monitor facility cleanliness and operational readiness
- Maintain cleaning and facility records in accordance with OS&H regulations
- Coordinate restocking and supply purchases as needed
- Organize and manage lost & found
- Ensure operational procedures are followed for opening/closing duties
- Coordinate responses to minor facility issues and communicate larger concerns appropriately
- Assist in maintaining a safe, organized, and welcoming environment for athletes and families
HOURS & SCHEDULE
This position should plan to be actively in the gym/office while gymnastics classes are in operation. Gymnastics classes run Monday evenings, Wednesday evenings, Friday evenings, Saturdays, and Sundays. However, the exact schedule can be finalized with the successful candidate.
REQUIREMENTS
- Proven experience in office administration or clerical roles with demonstrated organizational skills
- Strong communication skills
- Ability to manage customer relationships effectively and handle filing systems efficiently
- Able to work independently and prioritize tasks
- Office experience involving administrative support functions such as record keeping, and document management
- Exceptional organizational skills with the ability to prioritize tasks effectively
- Strong attention to detail coupled with excellent interpersonal skills for team collaboration
- Ability to work an a-typical schedule including certain evenings and weekends
Ideal Candidate
- Highly organized and detail-oriented
- Proficiency in QuickBooks for bookkeeping considered an asset
- Comfortable with administrative systems and financial tracking
- Professional and responsive communicator
- Knowledge of human resources processes including onboarding and training development considered an asset
- Social Media experience considered an asset
This position is integral to maintaining a well-organized office environment that supports the overall success of our organization. We value proactive individuals who excel in multitasking and possess a professional demeanor.
Pay: $20.00-$24.00 per hour
Benefits:
- Casual dress
- On-site parking
Work Location: In person
