Donation & Processing Coordinator

Kelowna Women's Shelter; Kelowna; On-site; CAD 34,000 - 39,000; Full time

Benefits offered by this job

Dental

Extended Health Care

Pension Plan

Paid Sick Leave

Long Term Disability

Emergency Travel Insurance (Outside of

Employee Family Assistance Program

Thrift Store Discount

Job summary

Kelowna Women's Shelter (KWS) is seeking a Donation & Processing Coordinator for our Thrift Store. The role focuses on efficient donation intake, sorting, pricing, and ensuring merchandise readiness for the sales floor.

You will coordinate flows, improve workflows, and support volunteers and staff in a fast-paced retail setting. Ideal candidates have 2–3 years in retail, logistics, or thrift, with experience in POS and inventory systems.

Qualifications

• Minimum 2-3 years of experience in retail, warehouse, logistics, inventory management, thrift, or customer service environments.
• Experience with inventory systems, point-of-sale systems, and merchandise processing.

Responsibilities

• Coordinate daily donation receiving activities and warmly welcome donors.
• Ensure donated items are accepted, assessed, sorted, and processed according to guidelines.
• Coordinate flow of donated goods through receiving, sorting, pricing, staging, and sales-floor preparation.

Skills

Retail operations

Inventory management

Customer service

Time management

Communication

Volunteer support

Donor engagement

Tools

POS systems

Inventory software

Job description

At KWS, we believe every person deserves to live with safety, dignity, and hope. Our Thrift Store is more than a retail operation. It is a place where Every Donation and Every Purchase Supports a Community Free From Abuse.

About Us

KWS has been providing programs and services for people impacted by Domestic Abuse since 1980. Our programs include emergency and second-stage housing, PEACE program, community-based victim services, sexualized assault services, education and prevention initiatives, a 24/7 support line, and a community thrift store. We are committed to fostering safety, choice, and inclusion, and believe in building a community free from abuse and sexualized violence through education, support, and strong partnerships.

The Opportunity

We are seeking a highly organized, service-focused, and community-minded Donation & Processing Coordinator to help ensure donated goods are efficiently transformed into quality merchandise while creating a positive experience for donors, volunteers, and customers. This role is ideal for someone who enjoys coordinating operations, retail, supporting team members, building relationships, and contributing to a mission-driven organization where every donation makes a difference.

Key areas of responsibility include

Donation Intake & Processing

• Coordinate daily donation receiving activities and warmly welcome donors.
• Ensure donated items are accepted, assessed, sorted, and processed according to established guidelines.
• Coordinate the flow of donated goods through receiving, sorting, pricing, staging, and sales-floor preparation.
• Monitor donation volumes and communicate operational needs and opportunities for improvement.
• Help identify ways to improve workflow efficiency, inventory movement, and processing effectiveness.

Inventory & Merchandise Readiness

• Coordinate sorting, pricing, quality control, and preparation of merchandise.
• Maintain efficient inventory flow from donation intake to sales floor readiness.
• Ensure merchandise is consistently prepared and priced according to established standards.
• Monitor inventory staging areas to support organization, accessibility, and efficient workflows.
• Accurately utilize point-of-sale and inventory systems to support operational reporting and inventory tracking.

Volunteer & Team Support

• Provide day-to-day guidance and support to volunteers and team members working within donation and processing functions.
• Assist with onboarding and training on donation intake, sorting, pricing, safety, and operational procedures.
• Foster a welcoming, inclusive, and collaborative environment that encourages confidence, engagement, and contribution.
• Promote consistency in processes and quality standards.
• Recognize volunteer contributions and communicate emerging needs or concerns to the Thrift Store Manager.

Donor Experience

• Create a positive and meaningful donation experience that reflects KWS values.
• Foster a donor-centred approach rooted in appreciation, respect, and relationship building.
• Respond to routine donor inquiries and concerns and elevate complex matters as needed.
• Gather donor feedback and help identify opportunities to strengthen donor engagement and retention.
• Share the impact that donations have in supporting individuals, children, and families impacted by abuse.

Operations and Safety

• Support continuous improvement efforts related to donation processing, inventory management, and operational consistency.
• Assist with reporting, recordkeeping, and administrative processes related to donation operations.
• Maintain clean, safe, and organized receiving, processing, and storage areas.
• Promote safe lifting, handling, and workplace practices.
• Identify hazards and operational risks and take appropriate action to address or elevate concerns.

What You Bring

• Minimum 2-3 years of experience in retail, warehouse, logistics, inventory management, thrift, or customer service environments.
• Experience with inventory systems, point-of-sale systems, and merchandise processing
• Strong organizational, coordination, and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to quality standards.
• Effective communication and relationship-building skills.
• Ability to train, support, and work collaboratively with volunteers and team members.
• Commitment to providing exceptional donor service and fostering positive community relationships.
• Demonstrates professionalism, empathy, discretion, and sound judgment when handling sensitive information and supporting positive outcomes in complex or heightened situations.

Assets include

• Volunteer Coordination
• Donor Engagement
• Knowledge of gender-based violence, trauma-informed practices, and the impacts of domestic abuse in the workplace.

Additional Requirements

• Successful completion of a Criminal Record and Vulnerable Sector Check.
• Flexibility to work Monday through Saturday based on operational requirements, with a valid driver's licence and reliable access to a vehicle.
• Ability to perform the physical demands of a retail and donation-processing environment, including ability to safely lift, carry, push, and pull up to 25 lbs (11 kg) regularly and up to 50 lbs (23 kg) occasionally, with appropriate assistance or equipment as required.
• Ability to work safely in retail, warehouse, storage, and donation receiving environments, including navigating stairs, using equipment, and working in varying temperatures and conditions.
• Ability to adapt to a fast-paced environment with changing priorities, physical work demands, and frequent interaction with customers, donors, volunteers, and team members..

Location

Thrift Store

Term

Full-Time Permanent

Hours of Work

37.5 hours work week | Saturday Rotation

Pay

$25.50 to 27.50 per hour

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents a team member that possesses full job knowledge, qualifications, and experience for the position. In the normal course, team members will be hired, transferred, or promoted between the minimum and midpoint of the salary range for a job.

Benefits

• Dental
• Extended Health Care
• Pension Plan
• Paid Sick Leave
• Long Term Disability
• Outside of Canada Emergency Travel Insurance
• Employee Family Assistance Program
• KWS Thrift Store Discount

KWS acknowledges we work on the traditional, ancestral and unceded territory of the syilx/Okanagan Peoples. We are grateful to live and work on these lands. We also recognize that Indigenous women and girls continue to experience violence at rates far higher than non-Indigenous people - and we are committed to listening, learning and working with Indigenous partners to provide trauma-informed and culturally safe care.