Coordinator, Team Operations, Québec Division

Position Title: Coordinator, Team Operations, Québec Division

Full time, Contract

Location: Montréal, Québec

Reports To: Executive Director, Operations, Québec, and Accessibility

I. Scope and Summary of Primary Responsibilities

The Coordinator, Team Operations, Québec Division, ensures the smooth administrative, logistical, and programmatic operation of CNIB’s Québec Division. Reporting to the Executive Director, the Coordinator is a primary point of support to the Executive Director and to Québec staff, while contributing to making CNIB’s Community Hub a welcoming place for participants, volunteers, and staff.

The Coordinator helps foster an inclusive culture, champions high standards of client and customer service, and supports volunteer engagement across Québec operations.

This position requires a superior level of customer service expertise, accuracy, confidentiality, sound judgment, and diplomacy in working with staff, volunteers, and participants at all levels of the organization.

II. Essential Functions

The position entails, but is not limited to, the following general responsibilities:

Operations and Administration

• Perform and coordinate programmatic, operational, administrative, and logistical responsibilities for the Québec Division and its Community Hub.
• Contribute to making the Community Hub a welcoming place for participants, volunteers, and staff, regularly participating in the local Hub’s staff schedule rotation.
• Provide assistance to program staff, volunteers, and participants in delivering CNIB community programming.
• Provide administrative support to the Executive Director, managers, and program leads, including drafting, sorting, distributing, and sending routine correspondence and materials internally, to the national team, and externally, including outgoing mail and courier packages.
• Prepare reports, process data, and draft and distribute meeting agendas and minutes as required.
• Coordinate the logistics of team meetings, whether virtual or in person, including scheduling around availability, circulating agendas, and preparing the room or platform.
• Process and code invoices and prepare expense reports in the relevant system.
• Process and deposit monies for accounts receivable and gift management.
• Order and maintain an inventory of office supplies, stationery, and promotional materials, and make routine day-to-day purchases for the office.
• Coordinate maintenance requests for the premises and IT equipment, and provide staff and tenants with building keys and security codes as required, completing and filing the necessary paperwork electronically.
• Act as a liaison between suppliers and the management team.
• Track team member absences and coverage, and keep the call centre updated.
• Ensure the effective management of the Salesforce database and contact directories, including mailing lists; member, partner, resource, participant, and volunteer records; program registrations; volunteer service hours; program attendance; and reports and surveys for management, funders, and program leads as requested.
• Accompany the team during certain work-related travel, as needed.

III. Qualifications

Knowledge and Skill Requirements

• Excellent verbal and written communication skills.
• A customer-oriented and detail-oriented approach.
• Proficiency with Microsoft Office and Office 365, and experience working in a database or CRM environment, including queries.
• Strong organizational and planning skills, with the ability to coordinate large volumes of materials and work to concurrent or conflicting deadlines.
• Ability to deal tactfully and diplomatically with difficult situations or individuals, and to work under pressure.
• Good relationship-building and networking skills with a variety of stakeholders.
• Knowledge of accessibility standards and best practices is an asset.

Experience and Education

• Post-secondary certificate, diploma, or degree in a related field, or equivalent job-related experience.
• Two or more years of experience in administration, executive support, customer service, or service delivery, preferably within a charitable or not-for-profit organization.
• Volunteer engagement experience is an asset.
• Personal or professional experience relating to blindness and vision loss is considered an asset.

Language

• Bilingualism in French and English, spoken and written, is required.

Work Environment

• The daily workplace is based on-site at the Montréal Community Hub.
• Willingness to work flexible hours, including occasional attendance at weekend or evening programming or events.
• Ability to travel independently to communities across Québec, with some travel within the province and, occasionally, beyond, as needed.
• Access to a vehicle and the ability to drive is considered a strong asset.

CNIB is committed to accommodating applicants with disabilities and will work with applicants requesting accommodations at any stage of the hiring process.