OPERATIONS COORDINATOR

Recruiting in Motion; City of Langley; On-site; CAD 33,000 - 39,000; Full time

Job summary

Recruiting in Motion seeks a Membership & Operations Coordinator in Langley, BC, to cover maternity leave. The role spans office operations, membership administration, communications, and events, with on-site requirements and a 12–18 month duration.

The successful candidate will manage inquiries, maintain CRM records, process renewals, coordinate newsletters and grants, support board meetings, and assist with budgets and vendor relations while collaborating across departments.

Qualifications

• Experience in office administration or operations coordination is required.
• Experience in membership services and CRM records management is a strong asset.
• Experience with invoicing, payments, reconciliations, or budget tracking is advantageous.

Responsibilities

• Manage general inquiries by phone and email and coordinate mail and couriers.
• Maintain accurate membership and CRM records and process new applications and renewals.
• Coordinate newsletters, announcements, and publications; support website and social media updates.
• Coordinate education grant applications, approvals, records, and payments.
• Arrange Board and staff meetings including scheduling, venues, catering, and materials.
• Support planning and delivery of organizational events and post-event follow-up.
• Track deadlines and assist with cross-functional projects and operational initiatives.
• Maintain organized filing systems and support document management projects.
• Assist with expense reports, invoice tracking, and budget administration.
• Maintain professional relationships with members, sponsors, vendors, and partners.

Skills

Office administration

Operations coordination

Membership administration

CRM database management

Budget tracking

Tools

Microsoft 365

CRM systems

Job description

About Our Client

Our client is a well-established industry association supporting businesses and partners across British Columbia. The organization provides member services, industry communications, educational initiatives, and events, and is seeking an experienced Membership & Operations Coordinator to provide maternity leave coverage.

This role is ideal for a highly organized, professional, and service-oriented administrator who enjoys a varied position involving office operations, membership administration, communications, and event coordination. The successful candidate will work closely with leadership and internal teams to ensure daily operations run smoothly and members receive excellent service.

Membership & Operations Coordinator

Location: Langley, BC
Job Type: Full-Time, Temporary Contract (Maternity Leave Coverage)
Duration: Approximately 12-18 months
Schedule: Monday to Friday, 9:00 AM - 5:00 PM
Work Arrangement: On-site

Pay Rate: $24 to $28 an hour (Depending on the experience)

Responsibilities

• Office Administration: Manage general inquiries by phone and email, coordinate incoming and outgoing mail and couriers, maintain office supplies, organize meeting rooms, and liaise with IT and building service providers.
• Membership Administration: Maintain accurate membership and CRM records, process new applications and renewals, update member information, prepare invoices, record payments and deposits, follow up on overdue accounts, and assist with reconciliations and membership reports.
• Communications and Publications: Coordinate newsletters, member announcements, and industry bulletins. Support website and social media updates, sponsor communications, marketing materials, and organizational publications.
• Education and Grant Administration: Coordinate education grant applications, approvals, records, and payments.
• Meetings and Board Support: Coordinate Board and staff meetings, including scheduling, venues, catering, technology, meeting materials, and preparation of Board packages.
• Event Coordination: Support the planning and delivery of organizational events, including golf tournaments, raffles, holiday gatherings, and other member functions. Coordinate venues, registration, vendors, budgets, volunteers, communications, on-site logistics, and post-event follow-up.
• Project Coordination: Track deadlines and outstanding deliverables across departments, follow up on action items, and assist with cross-functional projects and operational initiatives.
• Records Management: Maintain organized digital and paper filing systems, support OneDrive and document management projects, and ensure records are accurate, accessible, and up to date.
• Financial and Administrative Support: Prepare expense reports, assist with invoice and payment tracking, support budget administration, and provide general administrative backup to the team.
• Stakeholder Relations: Maintain professional relationships with members, Board representatives, sponsors, vendors, partners, volunteers, and external service providers.

Qualifications

• Previous experience in office administration, operations coordination, membership services, or a similar administrative role.
• Experience coordinating meetings, events, or projects is strongly preferred.
• Membership administration, CRM database management, and experience maintaining accurate records are strong assets.
• Experience with invoicing, payment processing, reconciliations, or budget tracking is an advantage.
• Proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and OneDrive, as well as familiarity with CRM systems.
• Excellent written and verbal communication skills and a professional, service-oriented approach.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities and deadlines.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and follow through on outstanding tasks.
• Comfortable communicating with a variety of stakeholders and working collaboratively across departments.
• Flexibility to provide on-site support at occasional evening events and travel when required.

Experience working with a membership-based association, non-profit organization, or Board is considered an asset.