Administration and Operations Coordinator

Whitehorse Chamber; Canada; Hybrid; CAD 55,000 - 85,000; Full time

Job summary

Whitehorse Chamber is seeking an Administration and Operations Coordinator to support our Indigenous language revitalization initiatives, working with a small, mission-driven team across Atlin, BC, and Whitehorse, YT.

You will organize financial records, coordinate governance and human resources tasks, support budgeting, and prepare meeting agendas and minutes, ensuring timely delivery of documents to funders and partners.

Qualifications

• Experience in administration and coordinating financial and operational functions.
• Proficiency with Microsoft Office, especially Word, Excel, Outlook, and Teams.
• Ability to learn other office and financial software.
• Strong organizational and time-management skills.
• Excellent written and verbal communication and attention to detail.

Responsibilities

• Collaborate with the Executive Manager to maintain administrative efficiency across financial, human resources, governance, and operations.
• Participate in regular work planning, prioritizing tasks, tracking progress, and addressing requests.
• Coordinate organizational documents for review, approvals, signatures, and filing.
• Maintain organized electronic filing and ensure accessibility for current and future staff.
• Assist bookkeeper and Executive Manager with financial records and reporting.
• Monitor expenditures against budgets and flag discrepancies for leadership.
• Support Directors’ meetings, including scheduling, preparing agendas, minutes, and action items.
• Assist with funding proposals, reports and funder requirements.

Job description

Administration and Operations Coordinator

Summary: The Administration and Operations Coordinator will work closely with a small team of motivated and passionate individuals committed to Lingít language revitalization. Our work is grounded in the empowerment of Indigenous people, the revitalization of Lingít language and worldview, and the long-term sustainability of both our people and our organization.
COTTS operates through a collaborative team model in which each person is responsible for managing the mental load of their own workplan. This includes planning and prioritizing their work, tracking deliverables and deadlines, communicating proactively, and carrying assigned responsibilities through to completion. Although team members support one another and work collaboratively, each person is expected to understand where they are the person ultimately responsible for ensuring that a task, process, or deliverable is completed accurately and on time.
Our team works across Atlin, BC, and Whitehorse, YT, and comes together regularly to coordinate priorities, address challenges, and support shared organizational goals. The ideal candidate is organized, accountable, collaborative, and motivated to support a mission-driven team. They will bring relevant experience in administration and in coordinating the financial and operational functions of an organization, while contributing to a healthy workplace culture that balances productivity, quality, and sustainability.
Duties and Responsibilities

• Work collaboratively with the Executive Manager to maintain administrative efficiency across financial, human resources, governance, and general operational areas.
• Participate in regular work planning with the Executive Manager, including identifying priorities, tracking progress, and addressing emerging requests or issues.
• Coordinate the flow of organizational documents and ensure all required reviews, approvals, and signatures are obtained. Documents may include contracts, contribution agreements, invoices, cheques, meeting minutes, funding proposals, and reports.
• Develop and maintain organized electronic filing systems, ensuring documents are clearly named, dated, filed regularly, and accessible to current and future employees.
• Work with the bookkeeper and Executive Manager to maintain complete and well‑organized financial records, including documentation required for financial reporting, year‑end processes, and potential audits.
• Support financial management by monitoring actual expenditures against approved budgets, maintaining financial documentation, and identifying potential discrepancies or concerns for the Executive Director.
• Coordinate and support Directors’ meetings, including the Annual General Meeting. Responsibilities include scheduling, preparing agendas and supporting materials, taking and distributing minutes, and tracking action items.
• Support the timely development and submission of funding proposals, reports, and other funder requirements.

Qualifications and Skills

• Previous administrative experience, relevant education or training, or an equivalent combination of experience and education.
• Proficiency with Microsoft Office, particularly Word, Excel, Outlook, and Teams, and the ability to learn and use other office and financial software.
• Experience supporting budget management, tracking expenditures, and maintaining accurate financial documentation.
• Strong organizational and time‑management skills, including the ability to prioritize competing responsibilities, track deliverables, and meet deadlines.
• Strong written and verbal communication skills, including experience preparing professional correspondence, meeting minutes, reports, or similar documents.
• Strong attention to detail and a commitment to maintaining accurate, complete, and well‑organized records.
• Sound judgment and the ability to identify problems, seek appropriate guidance, and contribute to practical solutions.
• The ability to work independently, take responsibility for assigned work, and communicate proactively about progress, deadlines, and emerging issues.
• The ability to handle sensitive financial, personnel, and organizational information with discretion and confidentiality.
• The ability to work collaboratively and respectfully with the Executive Director, Directors, employees, contractors, funders, and external partners.