Note: The job is a remote job and is open to candidates in USA. The Juno Beach Centre Association is seeking a bilingual Administrative & Finance Coordinator to provide professional administrative support for its Canadian operations. The role involves managing financial administration, office management, and organizational support to ensure the efficient operation of the Association.
Responsibilities
- Manage accounts receivable by depositing cheques in a timely manner and preparing invoices
- Reconcile donations received through various online giving platforms, event fundraising platforms, and payment processors with CRM records and financial reports
- Manage accounts payable by submitting invoices and expense reports to our AP provider (Enkel) once these invoices and expenses have been reviewed for accuracy and have been appropriately allocated within the budget
- Work with the Executive Director to provide the bookkeeper with all revenue reports, expenses, and bank/credit card transactions in a timely manner to facilitate production of the monthly financial statements
- Work with the Executive Director to provide information about any unknown transactions identified by our bookkeeper (Enkel) in a timely manner to facilitate production of the monthly financial statements
- Verify or reconcile bank transactions and the company credit card every month
- Assist in preparing documentation for the annual audit and maintain financial records throughout the year
- Assist the Executive Director with the creation of monthly financial statements for the JBCA Board of Directors, and other reports as required
- Work closely with the Executive Director, Treasurer, Controller and Bookkeeper to ensure all financial records are accurate and up-to-date
- Manage payroll through our payroll provider (Enkel) and maintain and update payroll records as required
- Manage the control and administration of petty cash
- Assist with the preparation, monitoring, and reporting of the annual operating budget
- Handle, process, and distribute all incoming mail
- Maintain accurate donor, prospect, and constituent records within the CRM, including gift processing, pledge administration, tax receipting, record updates, data integrity, report generation, and ongoing database maintenance
- Manage the inventory of JBCA capital assets and other assets in storage
- Complete the destruction of records after the seven-year period on an annual basis
- Manage select correspondence for the Executive Director and JBCA President
- Handle incoming calls to our office phone number and triage and address these as required
- Correspond with donors and other supporters or stakeholders
- Support donor stewardship by preparing acknowledgement letters, tax receipts, pledge reminders, and other donor correspondence
- Assist with donor research, prospect tracking, and the preparation of fundraising reports, donor lists, and campaign summaries
- Maintain confidentiality and accuracy of donor records in accordance with CRA and privacy requirements
- Assist with fundraising campaigns, events, sponsorship administration, and donor communications as required
- Address general inquiries about the Juno Beach Centre and the Association
- Represent the JBCA professionally at meetings, events, and public activities as required
- Administer employee benefits through Manulife and Common Wealth
- Support onboarding, payroll administration, and other HR processes as required
- Identify opportunities to improve administrative systems, workflows, documentation, and internal processes to support the JBCA’s continued growth
- Translate or review the translations of documents (primarily from English to French)
- Willing to work flexible hours, including some evenings and weekends
- Provide administrative support to the Board of Directors and Board Committees, including meeting logistics, document preparation, and minute distribution as required
- Undertake any secondary tasking and responsibilities deemed necessary for the efficient operation of the charity and its programs and services
Skills
- Bilingual (English/French)
- 3+ years of experience working in secretarial, administrative, or bookkeeping functions, especially in a non-profit or charity environment
- Experience in developing and implementing office procedures to ensure the provision of secretariat services
- Experience with multiple financial audits of a business or nonprofit
- Familiarity with not-for-profit CRM systems commonly used in Canada (e.g. Keela, Raiser's Edge, Nationbuilder, etc.)
- Proficiency in the use of digital filing systems
- Proficiency with Quickbooks (or similar accounting software) and Plooto (or similar accounts payable software)
- Familiarity with PayWorks (or similar payroll software)
- Exceptionally strong written and oral communication skills in both English and French
- Excellent interpersonal and communication skills
- Demonstrated ability to meet deadlines in a timely and efficient manner
- Willingness to engage with remote work and ability to take initiative to work independently with minimal supervision
- Demonstrated ability to perform complex tasks and manage multiple priorities while meeting deadlines with minimal supervision
- Ability to use discretion in handling sensitive and confidential information while performing required duties
- Display a flexibility in taking on new tasks and responsibilities and an interest in growing within the organization
- Knowledge and experience in human resources would be considered an asset
- Interest in responsibly leveraging AI and other emerging technologies to improve organizational efficiency
Benefits
- Employee benefits plan (health and retirement)
- Professional development opportunities
Company Overview