Coordinator, Operations & Administration

Energy Vault; Canmore; On-site; CAD 53,000 - 63,000; Full time

Job summary

A leading conservation organization in Canmore seeks a Coordinator for Operations and Administration to ensure smooth office operations. This full-time role involves managing office services, supporting HR, and maintaining vendor relationships, contributing to the organization's mission in environmental conservation. With a competitive salary and a supportive culture, this position is ideal for a detail-oriented professional with strong administrative skills.

Benefits

Outstanding benefits package

Diversity and inclusion initiatives

Qualifications

• 3 years of experience in office management, operations, or relevant studies.
• Strong technical skills in MS Office365.
• Excellent administration and coordination skills.

Responsibilities

• Manage and maintain office services for smooth day-to-day operations.
• Support HR administration and onboarding of new staff.
• Assist Finance with credit card receipt reconciliation.

Skills

Technical skills in MS Office365

Communication skills

Customer service

Decision-making

Coordination skills

Education

3 years in office management or relevant studies

Job description

Organizational Profile

The Yellowstone to Yukon Conservation Initiative (Y2Y) is a collaborative effort between a U.S. non-profit organization
and a Canadian public charity that together connect and protect habitat from Yellowstone to Yukon so people and nature can thrive. Yellowstone to Yukon takes a scientific and collaborative approach to conservation, highlighting and focusing on local issues that affect the region. Y2Y has partnered with over 790 scientists, conservation groups, landowners, government agencies, Indigenous governments and communities and businesses to stitch together this landscape.

Without a unified vision for this deeply interconnected landscape, local conservation efforts may be isolated and less effective. Y2Y seeks to ensure conservation efforts are aligned in support of large-scale objectives and therefore become continentally significant. Today, Y2Y is recognized as one of the planet’s leading mountain conservation initiatives. For more information, please visit www.y2y.net

Position Description

As the Coordinator, Operations and Administration, you play an integral role in ensuring the smooth operations of administrative services in our Y2Y offices in Canada and the US. You maintain optimal functionality by organizing and implementing efficient office operations and procedures.

Responsibilities

Manage and maintain Y2Y’s office services to ensure smooth day to day operations, including:

• Providing general administrative tasks including, but not limited to:

• Directing phone and general email inquiries.
• Managing incoming mail, shipping and delivery support.
• Managing supplies and inventory, including office furniture
• Ensuring the effective functioning of office equipment such as computer/IT hardware, office furniture, printer, photocopier, postage machine, and kitchen appliances.
• Ensuring the office remains well maintained and in good repair and communicates kitchen cleaning schedule
• Liaising with property management
• Organizing and maintaining the files of the organization including employee and contract files

• Managing vendors and service providers and maintaining all office accounts and contracts including leases, phones, IT providers, Zoom, Office 365, Adobe etc.
• Coordination of IT support:
  • Liaising as the Y2Y’s point person with IT support agency ensuring staff are supported.
  • Keeping an up-to-date inventory of IT assets.
  • Sourcing of new staff computers and IT resources.
  • Coordination of IT setup and support for new employees.
  • Ensuring email distribution lists are up to date.

• Onboard new staff to office setup, equipment, and procedures, including:
  • Keycard access and security system sign-in process
  • Mail & telephone
  • Office security policies and procedures
  • Office tour for new staff
  • Support off-boarding process for staff
• Update December holiday closure week in staff calendars
• Send Stat holiday office closure reminders to staff
• Schedule team meeting leads

• Supporting HR administration as needed:
  • Supporting the onboarding and training of new staff.
    
  • Updating holidays each year in BambooHR for each province
  • Supporting employees with basic benefits questions
  • Ensure new employees have completed necessary forms and BambooHR is updated
• Providing support for travel arrangements and meeting logistics.
• Managing the facilities security:
  • Providing office keys, door codes and instruction booklets for maintenance of security
  • Keeping inventory of door keys, providing access to the server room and electrical room
  • Acting as the emergency contact for the office
• Assisting Finance with credit card receipt reconciliation
• Other operational and administrative tasks as needed

Candidate Profile

QUALIFICATIONS AND SKILLS:

Education & Experience

• At least 3 years of experience in office management, operations and administration, or relevant studies combined with other experience.
• Strong technical skills in MS Office365 (e.g., Word, Excel, PowerPoint), collaboration tools (e.g., SharePoint),
• Sound knowledge and application of administrative best practices and procedures.

• Friendly and professional customer service approach.
• You’re a quick learner and a collaborative colleague who enjoys being part of a team and can work independently.
• Excellent administration and coordination skills; well-organized, detail oriented, with strong working knowledge of information systems.
• Technology adept – proficient in various computer skills, word processing, data management, email software and web browsers.
• Strong discernment and decision-making skills, particularly with regards to providing timely, relevant and appropriate information.
• Excellent communications skills, written and spoken.
• Experience with BambooHR is considered an asset

Terms of Employment

• Full-time position (37.5 hours/week) with an outstanding benefits package.
• Salary is commensurate with experience, ranging from $53,000 - $63,000.
• Location: Y2Y’s Canmore, AB office

Additional Information

At Y2Y we value diversity — in backgrounds and in experience, and we need people from all backgrounds to help achieve our mission of connecting and protecting habitat from Yellowstone to Yukon so people and nature can thrive. Y2Y’s team is empathetic, caring, and supportive. We are intentional about the team and culture that we are building, seeking team members that are not only strong in their own aptitudes but care deeply about supporting each other's growth.

Recognizing that communities thrive when everyone has fair access to opportunities, Y2Y values a broad range of perspectives, fosters a culture of respect and belonging, and upholds principles of fairness, environmental responsibility, and social justice. We oppose actions and policies that undermine these commitments within the projects and work that we do in advancing the Y2Y vision on the ground.

Short, preliminary interviews may be held via conference call or Zoom.If you anticipate needing accommodations for any part of the application or interview process you may contact, in confidence, Denise Ludlow, HR Consultant at [e-mail]. For general inquiries you may contact, [e-mail].