Position Summary
The Administration and Operations Manager keeps the chamber’s core operations running smoothly and predictably, ensuring strong administrative systems, clean financial controls, reliable membership operations, and well-organized governance support. This role reduces operational friction, improves service levels, and creates the structure that allows the CEO or Executive Director and team to focus on strategic priorities, advocacy, partnerships, and revenue growth.
Position purpose
The Operations & Administration Manager owns YFNCC’s day-to-day “back office” and service standards. This role ensures the organization runs smoothly by coordinating administrative workflow, finance coordination with the CPA, membership systems, governance and compliance requirements (including TPA requirements), and event logistics. The role also provides executive support through calendar and meeting management for the Executive Director and Board President.
Key outcomes
- Clean, reliable operations with consistent workflows, documentation, and follow-through
- Strong financial coordination: approvals, documentation, coding/context, deadlines met
- Membership database is accurate and current; renewals and upgrades are tracked
- Board and AGM logistics, packages, minutes, and action tracking are consistently executed
- Agreement requirements and compliance deadlines are met with audit-ready records
- Events are logistically ready and well-supported; the event lead can focus on experience and relationships
Core responsibilities
1) Own back office workflow and service standards
- Run incoming requests: triage emails, calls, walk-ins; route to the right person; track closure
- Coordinate internal calendars, meeting logistics, and room bookings
- Oversee office supplies, postage, printing, shipping, vendor accounts
- Coordinate facilities needs: keys, access, security, maintenance, safety checks
2) Finance administration and CPA coordination (primary liaison)
- Manage day-to-day coordination with the CPA firm for all finance administration needs
- Ensure approvals are captured and documented
- Maintain financial documentation: invoices, receipts, contracts, supporting documents, filing
- Provide project/event coding context, allocation notes, and documentation completeness to the CPA
- Coordinate budget cycles and budget vs actual review meetings (schedule, package, track follow-ups)
- Coordinate audit readiness by maintaining organized records and responding to CPA/auditor requests
3) Membership operations and data integrity
- Ensure membership is up to date: intake, renewals, upgrades, cancellations (process + tracking)
- Maintain database integrity (members, First Nation leaders, partners, sponsors, stakeholders)
4) Governance, board support, and compliance
- Manage ED and Board President calendars (scheduling, confirmations, prep blocks, reminders)
- Coordinate and management board and member meetings; handle all logistics (room/virtual, notices, RSVP, materials distribution)
- Prepare meeting packages: agenda, minutes, reports, motions, supporting documents
- Maintain governance records: bylaws, policies, motions, resolutions, registers
- Support AGM operations: nominations, voting process, attendance, minutes, filings
- Ensure compliance deadlines are met (corporate registry, annual filings, insurance renewals, key agreements)
5) Agreement requirements and compliance management
- Ensure TPA requirements are met through a compliance calendar, documentation standards, and internal reminders
- Coordinate collection and filing of required evidence (deliverables, approvals, records, attendance, communications)
- Flag compliance risks early to ED with clear mitigation options
6) Events support: administrative and logistical support to the Communications & Engagement Coordinator
- Coordinate logistics with venues/vendors: quotes, booking steps, confirmations, shipping/receiving, supplies
- Coordinate travel/logistics admin as required (itineraries, bookings support, confirmations)
7) Systems administration, SOPs, records
- Manage office systems: filing, templates, forms, shared drives, permissions, records retention
- Create and maintain SOPs for recurring tasks (board packages, membership renewals, finance approvals workflow, event logistics checklists, compliance calendars)
- Administer core tools: email, file storage, CRM, scheduling, event platforms
- Maintain user access and basic security hygiene; own data quality standards and basic privacy practices (especially member data)
Qualifications and competencies
- 3–5+ years in operations/office management/executive administration/governance support
- Strong experience coordinating with a CPA/bookkeeper and managing documentation/approvals workflows
- Demonstrated board administration capability (packages, minutes, action tracking)
- Excellent organization, deadline discipline, and written communication
- Proficiency with Microsoft 365/Google Workspace, shared drives/SharePoint, CRMs, scheduling tools, and event platforms
- High discretion and professionalism with confidential information
Send a resume and cover letter to ed@yfncc.ca
