Administrative Coordinator

JOB SUMMARY:
The Alberta Association of Recreation Facility Personnel (AARFP) is a member-driven, Not-for-Profit provincial organization dedicated to providing excellence in training and professional development for individuals involved in the operation of recreation facilities. AARFP is managed by a volunteer board of directors who represent the membership on recreation industry issues.

We are seeking an organized and detail-oriented Administrative Coordinator to join our team. The ideal candidate will manage the administrative functions of our association with precision and efficiency. Responsibilities include overseeing course-related activities, membership administration, fee collection, and the enhancement of customer service.

KEY RESPONSIBILITIES:
– Attend to all administrative activities associated with courses, including entering marks and exams, and ordering and shipping course materials
– Administer all membership types within our Member Management System
– Follow up on outstanding fees with the support of the Bookkeeper and Executive Director
– Assess, provide recommendations, and implement improvements for customer service and business efficiencies
– Respond to telephone, email, and web-based inquiries promptly and professionally
– Process all sales for the association, including memberships, courses, event registrations, and logbooks
– Maintain all association files, both manual and digital, ensuring organization and accessibility
– Ensure office supplies and inventory are stocked, and office equipment is maintained
– Maintain and update all historical records for the association
– Assist with the annual awards program and support the bookkeeper with tasks such as preparing deposits, submitting cheques, and processing refunds
– Aid in the annual audit process, handle evaluations, regular reporting, and data entry
– Support all association activities as required, including administrative and hands-on support for events and activities
– Generate invoices monthly, quarterly, and as needed, collaborating with other team members
– Support communication follow-up and follow-through
– Coordinate all logistical needs of in-person and online board and committee meetings
– Record meeting minutes as required

QUALIFICATIONS & SKILLS:
– Minimum High School Diploma
– Valid Class 5 Driver’s Licence
– 2+ years of relevant administrative experience
– Intermediate to Senior Level computer skills (Office 365)
– Proficient verbal and written communication skills
– Excellent customer service skills
– Strong organization skills with the ability to prioritize and manage multiple tasks and demands, while meeting deadlines
– High attention to detail
– Experience working or volunteering with non-profit organizations is an asset
– Ability to work non-standard hours if required
– Bookkeeping skills would be an asset

WORKING CONDITIONS:
– Ability to attend meetings outside of regular business hours
– Evening and weekend event obligations when required
– Lifting or moving up to 10lbs may be required

The core working hours of the office are 8:30 am to 4:30 pm, this position is in-office only. This position offers benefits, opportunities for professional growth, a supportive work environment and more. If you meet the requirements and are looking to contribute your skills to a dynamic team, we encourage you to apply for this exciting opportunity.

IMPORTANT TO NOTE: A candidate must provide a cover letter and resume, or they will not be considered. Applicants must be legally entitled to work in Canada. The job posting will be open until a suitable candidate is found. We thank you for your application, but only those selected for an interview will be contacted.

AARFP is committed to inclusive, respectful, and equitable workplaces that represent the communities we serve. We will provide reasonable access and accommodations throughout the application and selection process. If you would like to request accommodations, please contact communications@aarfp.com.

Please email communications@aarfp.com with your cover letter and resume.