Finance and Operations CoordinatorBC Agriculture In The Classroom Foundation • Abbotsford, British Columbia, Canada
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Finance and Operations Coordinator
BC Agriculture In The Classroom Foundation
- Abbotsford, British Columbia, Canada
- Abbotsford, British Columbia, Canada
Über
Position Summary - Reporting to the Executive Director, the Finance & Operations Coordinator plays a central role in the day-to-day financial management and administrative operations of BCAITC. This new position is responsible for office administration and operational coordination, as well as supporting the contract bookkeeper with finance and full-cycle accounting administration. The ideal candidate is detail-oriented, highly organized and efficient, and comfortable balancing financial accuracy with multi-department coordination in a mission-driven and collaborative team environment.
Key Responsibilities -
1. Finance Administration & Support: In collaboration with the contract Bookkeeper…
• Provide support for full-cycle bookkeeping including accounts payable, accounts receivable, donations, restricted revenues, payroll support, coding, deposits, bank reconciliations and related reporting
• Act as interface between staff team and bookkeeper, ensuring all transactions (revenues & expenses) are coded, documented and filed accurately and in accordance with timelines, procedures and policies
• Perform billing/invoicing and set up payments via established platforms and in accordance with timelines, procedures and policies
• Prepare and maintain internal financial tracking spreadsheets and related processes
• Coordinate bi-weekly and monthly payment and reconciliation processes and documentation for review
• Assist with preparation of monthly, quarterly, and year-end financial reports, annual budgeting, forecasting, and cash-flow monitoring
• Support development of client contracts, invoices, payments and related financial processes
• Support external review engagement and preparation of financial documentation
• Track grants, restricted funds, and project budgets to ensure compliance with donor and regulatory requirements
• Ensure grant funds are received and processed as per fund agreements; liaise with grantors as needed related to invoicing, funds receipt, reporting and recognition
• Process donations, facilitate donor communications and issue charitable tax receipts in accordance with CRA requirements
• Track fundraising revenue and expenses for reporting purposes
• Follow up on outstanding receivables and monitor aging reports, escalating overdue accounts when necessary
• Assist with preparing and processing approved expense claims and vendor payments through online EFT payment system
• Respond to internal and external financial information requests and queries related to payables and receivables
• Maintain accurate financial records and files in accordance with Canadian accounting standards for not-for-profit organizations
• Assist with other financial duties and special projects, as assigned
2. Office Administration, Operations & Governance Support
• Facilitate day-to-day office operations, supplies, equipment and vendor relationships, supporting internal processes by developing and maintaining administrative procedures
• Provide front line contact including answering phones, taking/distributing messages, processing incoming and outgoing mail, receiving and sending deliveries, and welcoming visitors and guests
• Respond to phone, email, mail, and other enquiries from a variety of sources, providing prompt, professional service with applicable, accurate information or directing to the appropriate source for follow-up
• Facilitate general administrative and workplace office duties including ensuring accurate inventory and tracking of office supplies and program materials and acting as liaison with the property manager/landlord for office maintenance and repairs
• Maintain email, telephone and virtual conferencing systems/services, acting as primary contact with the IT/Managed Services contractor for maintenance and repairs of office equipment and systems
• Maintain and update organizational policies, procedures, and processes. Contribute to identifying, developing and implementing operational policies, procedures and processes.
• Maintain and update organizational filing systems (digital and physical). Organize electronic files ensuring they are secure and accessible/shared to applicable Staff/Board members, as per policies and protocols
• Coordinate and administer contracts, service agreements, and insurance renewals
• Support the development and implementation of the annual Operations Plan and Budget
• Assist in maintaining accurate program participant databases, collecting data, tracking statistics & revenues and providing related reports and updates
• Provide administrative and logistical support for programs, workshops, and events including registrations, materials, supplies, vendors, scheduling and related communications
• Assist in the preparation and distribution of documents, communications and reports for program participation and related outcomes
• Assist with campaigns, appeals, sponsorships and related activities and events
• Assist in the preparation of grant applications, tracking, reports, and fundraising materials
• Maintain accurate and timely donor and partner records in the donor management system
• Provide support for donor and partner stewardship activities including preparing communications, materials and reports
• Support HR administration including onboarding and offboarding documentation, maintenance of handbooks, policies, procedures, timesheets, vacation & sick time tracking, employee records and benefits administration
• Assist with Team meeting logistics, including scheduling, agendas, materials, minutes preparation & distribution, action item tracking and other related duties
• Update Team and Board calendars with meetings, events, special days, group tasks, deadlines and other important occurrences
• Provide administrative support to the Executive Director and Board of Directors
• Assist with Board and Committee meeting logistics, including scheduling, agendas, materials & reports, minutes preparation & distribution, action item tracking and other related duties
• Maintain and update the cloud-based Board portal, Board Policy Handbook and related policies and governance documents.
• Maintain confidential files, records and contact information with discretion, diplomacy and accuracy
• Ensure compliance with federal and provincial nonprofit and charitable regulations
• Assist with other operational & governance duties and special projects, as assigned
Qualifications & Skills
Education & Experience
• Degree, Diploma or Certificate in Accounting, Finance, Business Administration, or a related field is preferred
• 2–5 years of experience in bookkeeping, financial administration, or operations with a Canadian nonprofit or charitable organization
• Experience supporting Boards, Committees and senior leadership in a provincial nonprofit organization is considered an asset
Technical Skills
• Strong Microsoft Office skills, including Excel, Word & Outlook
• Proficiency in accounting software (e.g., QuickBooks, Sage, or similar)
• Experience with financial tracking tools and other cloud-based systems including Canva
• Familiarity with CRM or donor management systems is an asset (ie: Donor Perfect)
Core Competencies
• Self-directed and organized with excellent time management skills and ability to multitask while managing competing demands and deadlines
• Strong attention to detail with a high level of accuracy when preparing and entering financial information and constituent data
• Ability to manage a diverse workflow and work with minimal supervision, complying with policies and following processes
• Excellent interpersonal, verbal and written communication skills, with a focus on exceptional customer service
• Demonstrated ability to work effectively with a broad range of stakeholders including donors, partners, Board members, volunteers, clients, vendors and staff
• Strong analytical and problem-solving skills with ability to interpret and synthesize financial data and related information for concise reporting
• Demonstrates initiative, results-oriented, excellent work ethic, positive, solutions-based attitude, reliable and dependable
• Excellent project management skills with the ability to track deadlines and coordinate multiple simultaneous initiatives
• Flexible, able to adapt to change and perform other duties as required
• Demonstrated ability to work independently, exercise sound judgment, and handle sensitive information with professionalism and discretion, both internally and externally
• High level of integrity, accountability and ability to ensure confidentiality is maintained
• Collaborative, adaptable, and mission-aligned self-starter
• Commitment to and a passion for the mission of BCAITC
Sprachkenntnisse
- English
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