OPERATIONS COORDINATOR

Recruiting In Motion - Eastern Ontario; Township of Langley; On-site; CAD 33,000 - 39,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario in Langley, BC is seeking a Membership & Operations Coordinator on a maternity leave coverage basis. The role combines office administration, membership services, communications, and event coordination to ensure smooth daily operations and excellent member service.

The successful candidate will maintain CRM records, process applications, assist with invoices, manage boards and meetings, and support education grants and organizational publications, working

Qualifications

• Experience in office administration or operations coordination.
• Experience coordinating meetings, events, or projects is strongly preferred.
• Membership administration, CRM record keeping, and accurate records are assets.
• Invoicing, payment processing, reconciliations, or budget tracking is advantageous.
• Proficiency with Microsoft 365 and familiarity with CRM systems.
• Excellent written and verbal communication with a service-oriented approach.

Responsibilities

• Office administration: handle inquiries by phone and email, coordinate mail/couriers, maintain supplies, arrange meeting rooms, and liaise with IT/building services.
• Membership administration: maintain CRM records, process applications/renewals, update member data, prepare invoices, monitor payments and overdue accounts.
• Communications and publications: coordinate newsletters, announcements, and industry bulletins; support website and social media updates.
• Education and grant administration: coordinate education grant applications, approvals, records, and payments.
• Meetings and board support: schedule, venues, catering, equipment, materials, and Board packages.
• Event coordination: assist with golf tournaments, raffles, holidays, and other member events; manage venues, registrations, budgets, volunteers.
• Project coordination: track deadlines, follow up on action items, and support cross-functional projects.
• Records management: maintain digital/paper filing, support OneDrive and document management projects.
• Financial and administrative support: prepare expense reports, assist with invoices, and support budget administration.
• Stakeholder relations: maintain professional relationships with members, sponsors, vendors, partners, and volunteers.

Skills

Membership administration

CRM data management

Event coordination

Office administration

Communication

Multitasking

Tools

Microsoft 365

CRM systems

OneDrive

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.

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.