About the role
We are hiring an Administration and Operations Manager to keep the chamber running smoothly and predictably. This role owns the operational engine of the organization, including financial administration, membership operations, governance support, and the systems that keep programs and events organized. If you love building order, tightening processes, and making it easy for a team to deliver great work, you will fit.
This is a hands-on role with real responsibility. You will be trusted with sensitive information, expected to work independently, and supported by a small team that moves quickly.
What you will do
Operations and administration
- Run day-to-day office operations, internal workflows, and service standards
- Maintain organized records, templates, shared drives, and document control
- Build and maintain simple, repeatable systems, checklists, and SOPs
- Manage vendor relationships, renewals, and an organized contract repository
Financial administration and controls
- Manage invoicing, receipting, deposits, and accounts receivable follow-up
- Manage accounts payable: coding, approvals workflow, and payment scheduling
- Reconcile bank and credit card activity, flag issues early, keep documentation clean
- Support month-end processes with our bookkeeper or accountant
- Maintain budget trackers and produce basic variance notes for leadership
Membership operations
- Manage membership intake, onboarding, renewals, upgrades, and cancellations
- Maintain member records and data quality in our CRM or database
- Run renewal workflows and ensure member and sponsor benefits are fulfilled
- Provide operational reporting on membership health (renewals, churn, pipeline)
Governance and internal accountability
- Coordinate board and committee meetings, agendas, and logistics
- Prepare board packages, take minutes, and maintain an action register
- Maintain governance records (policies, motions, resolutions, annual filings support)
- Support AGM logistics and documentation as required
Programs and event operations support
- Manage registration, invoicing, refunds, and attendee lists
- Maintain operational checklists and day-of materials
- Track and reconcile event revenue and expenses post-event
- Track sponsor deliverables and ensure fulfillment is documented
What success looks like
- Financial administration is clean, current, and audit-ready
- Membership renewals run on systems, not panic
- Board meetings are well-supported, properly documented, and action-driven
- Events feel smooth because the operations are handled before anyone notices
- Leadership gets predictable reporting and fewer operational surprises
What we are looking for
Required
- 3 to 7 years in operations, administration, office management, or program administration
- Experience with invoicing, payables, reconciliations, and budget tracking
- Strong organizational and documentation habits, you build systems that last
- Excellent written communication and professional discretion
- Comfortable working independently and managing multiple deadlines
Assets
- Experience in a chamber of commerce, non-profit, or member-based organization
- Experience supporting boards or committees (minutes, packages, action tracking)
- Experience with CRMs or membership platforms and data hygiene
- Event administration experience (registrations, logistics, reconciliation)