Office & Member Services Coordinator (Part-Time)

Lifesaving Society Alberta and Northwest Territories; Edmonton; On-site; CAD 42,000 - 65,000; Full time

Job summary

The Lifesaving Society Alberta and Northwest Territories is seeking an Office and Member Services Coordinator to keep front office operations and member services efficient and accurate.

Reporting to the Operations and Members Manager, you will handle inquiries, maintain records, support data processing, and assist members as they transition to our new digital platform, ensuring a welcoming, organized office.

Qualifications

• Two or more years of experience in office administration, customer service, or member services.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Strong written and verbal communication with a welcoming service approach.
• High accuracy in data entry, records processing, and document management.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, Teams).
• Experience using online portals, CRM, or database systems for membership.

Responsibilities

• Serve as a primary contact for member inquiries via phone, email, walk‑ins.
• Provide timely, professional information or route inquiries to staff.
• Support first‑line navigation of member‑facing online systems.
• Maintain organized records of inquiries, issues, and follow‑ups.
• Coordinate reception coverage, inboxes, filing, calendars, and templates.
• Support purchasing, shipping, receiving, and order processing during peak periods.
• Assist with day‑to‑day workflow and office coverage and escalate as needed.
• Assist data entry, document uploads, and member record updates with care.
• Help prepare member resources, FAQs, and process documentation.
• Provide administrative support to operations projects and events.

Skills

Customer service

Multitasking

Communication

Data entry

Records management

Microsoft 365

CRM/databases

Problem solving

Attention to detail

Job description

The Office & Member Services Coordinator ensures our front office, administrative systems, and member service experience operate efficiently, accurately, and consistently. Reporting to the Operations and Members Manager, you will be a welcoming first point of contact for members, customers, visitors, and partners. You will coordinate day-to-day office administration, manage and triage inquiries, support accurate records and routine data processing, and provide first-line assistance as members transition to our new digital platform. This is an ideal role for an organized, service-minded professional who enjoys improving workflows, using online systems, and bringing order to a busy, purpose-driven office.

RESPONSIBILITIES

Member and Customer Service

• Serve as a primary contact for phone, email, walk-in, and general member inquiries.
• Provide timely, professional, and accurate information or route inquiries to the appropriate staff member.
• Support first-line navigation of member-facing online systems using approved procedures, resources, and escalation paths.
• Maintain an organized record of inquiries, recurring issues, and follow-up requirements.

Office Administration and Coordination

• Coordinate reception coverage, general inboxes, correspondence, filing, document management, and office calendars, adjusting support as priorities and service demands change.
• Maintain administrative procedures, checklists, templates, and shared records to support consistent service.
• Coordinate routine office supplies, vendor requests, meeting-room readiness, and administrative follow-up.
• Support purchasing, printing, shipping, receiving, and order-processing activities during peak periods or as required.
• Maintain awareness of day-to-day office activities, priorities, and service demands, proactively identifying where additional support, coverage, or follow-up may be needed.
• Help coordinate day-to-day workflow and office coverage, including breaks, reception/service coverage, competing priorities, and periods of increased demand, escalating issues or resource needs as appropriate.

Data Processing and Quality

• Complete routine data entry, document uploads, member record updates, and application or form intake.
• Review submissions for completeness and follow up on missing or inaccurate information.
• Maintain confidentiality and follow established privacy, records-management, and data-quality procedures.
• Identify recurring data or process issues and recommend practical workflow improvements.

Team and Platform Support

• Work closely with the team to route complex platform, data, account, award, or permissions issues.
• Support the preparation of member resources, frequently asked questions, standard communications, and process documentation.
• Provide administrative support to operations projects, events, reports, and organizational initiatives.

QUALIFICATIONS

Required

• Two or more years of experience in office administration, customer service, member services, reception, or operational coordination.
• Demonstrated ability to manage multiple priorities, organize detailed work, and meet deadlines with minimal supervision.
• Strong written and verbal communication skills and a professional, welcoming service approach.
• High accuracy and attention to detail in data entry, document management, and records processing.
• Confidence using Microsoft 365, including Outlook, Word, Excel, Teams, and shared online files.
• Experience learning and using online portals, CRM, membership, registration, or database systems.
• Sound judgment in handling confidential information and knowing when to resolve, route, document, or elevate an issue.

Assets

• Experience in a non-profit, association, membership, training, education, recreation, or aquatic environment.
• Experience supporting CRM implementation, digital adoption, online forms, or member self-service systems.
• Experience developing administrative procedures, templates, checklists, or workflow documentation.
• Familiarity with shipping, inventory, purchasing, or order-processing workflows.

Working Conditions and Pre-Employment Requirements

• This is primarily an on-site role in Edmonton, Alberta, due to reception, office, shipping, and member service responsibilities.
• The role may occasionally require moving office, shipping, or program materials. Candidates should be able to perform these duties safely, with accommodation available where required.
• A satisfactory Criminal Record Check, including Vulnerable Sector Check, may be required before employment.