Administrative Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

ACCOUNTABILITIES:

Financial Administration, Invoices, and Purchasing

• •Liaise with vendors, managers, and internal contacts to resolve routine invoice, payment, purchase order, coding, or supporting documentation issues.
• •Prepare, review, route, and track invoices for approval and payment in accordance with established processes, authorization requirements, and deadlines.
• •Assist with purchasing activities, requisitions, quotes, supply orders, and documentation required for divisional or territorial approvals.
• •Run, review, and maintain monthly general ledger, cost center, or financial tracking reports as assigned, escalating unusual transactions, variances, or missing information to the Business Manager.
• •Support monthly Visa reconciliation processes, including review for completeness, ensuring appropriate approvals have occurred, receipts, and timely submission.
• •Responsible for travelling at least once a month to various sites to pick up transitional housing funds, and various documents.
• •Process internal charges, transfers, journal entry support, and inter-ministry unit charges as directed.
• •Maintain organized financial files, audit support documentation, approvals, receipts, vendor records, and transaction logs in accordance with policy and confidentiality requirements.

Payroll, Timekeeping, and Attendance Support

• •Utilize information from employee timesheets, schedules, and attendance records, to input or support payroll/timekeeping information accurately and within established timelines.
• •Review payroll registers and timekeeping reports and notify the appropriate payroll contact or supervisor of discrepancies requiring correction.
• •Provide routine payroll/timekeeping administrative support to managers and employees by clarifying process steps, required documentation, deadlines, and escalation pathways.
• •Maintain payroll-related documents and records with strict confidentiality and in accordance with organizational, privacy, and recordkeeping requirements.

Donation Tracking, Deposits, Receipting, and Gift Card Controls

• •Process receipts for donations and prepare deposit summaries for submission to the appropriate finance contact.
• •Maintain accurate donation tracking records, deposit logs, backup documentation, and reconciliation support for cash, cheque, electronic, and in-kind donation activity as assigned.
• •Maintain control logs for gift cards, including issuance, use, balances, and monthly journal entry information for new or used cards as applicable.
• •Maintain petty cash records, supporting receipts, replenishment documentation, and control logs monthly in accordance with established procedures.
• •Complete information requests and documentation related to T3010 or other donation, charitable receipting, or financial reporting requirements as assigned.
• •Identify and escalate missing information, unusual donation activity, deposit discrepancies, or control concerns to the Business Manager.

Expense Reimbursement and Documentation Control

• •Review reimbursement requests, mileage claims, receipts, and expense documentation for completeness, and compliance with established requirements.
• •Enter, track, or support expense reimbursement submissions in applicable systems, including Business World, SAMIS, Workday, or other approved tools assigned.
• •Follow up with employees, leaders, and approvers regarding missing receipts, incomplete forms, or late submissions.
• •Maintain accurate status tracking for reimbursements, approvals, pending claims, and completed submissions.

Administrative Coordination and Operational Support

• •Provide administrative support such as filing, data entry, report preparation, correspondence, supply ordering, meeting coordination, agenda preparation, and minute taking as required.
• •Create and maintain tracking tools, spreadsheets, forms, templates, reports, and administrative records used to support financial and operational workflows.
• •Support managers and the Business Manager with recurring reporting, deadline tracking, document preparation, and follow-up on outstanding items.
• •Be aware of expected & unexpected costs emerging financial trends, missing documentation, or recurring process issues and notify the Business Manager so corrective action can be taken.
• •Protect confidential client, employee, donor, payroll, financial, and organizational information always.

Back-up Support to Business Team Members

• •Provide short-term back-up coverage for the other Administrative Coordinators on the Business team during absences, peak periods, or urgent operational needs as directed by the Business Manager.
• •Back-up support may include general administrative coordination, meeting support, document routing, routine Workday/timekeeping guidance, training record follow-up, recruitment coordination, onboarding/orientation activities.
• •Escalate HR, employee relations, recruitment, onboarding, or personnel file matters to the Administrative Coordinator (Employee Administration), Senior HR Business Partner, HR Service Centre, Payroll, or Business Manager as appropriate.

Perform other position-related duties as assigned.

CRITICAL RELATIONSHIP MANAGEMENT

Governance Boards and Councils: Not applicable.

Internal relationships: Business Manager, other Administrative Coordinators on the Business team, Payroll, Finance/Accounting contacts, operational leaders/managers, employees, Senior HR Business Partner, HR Service Centre, and administrative support staff.

External relationships: Vendors, suppliers, donors, community partners, regional accounting contacts, service providers, and other contacts as required.

MANAGERIAL RESPONSIBILITY:

• •Reports directly to: Business Manager.
• •Direct reports for this position: None.
• •Indirect reports for this position: None.
• •May provide process guidance to employees, managers, or administrative peers on established financial, payroll/timekeeping, donation tracking, expense reimbursement, and documentation procedures.

FINANCIAL AND MATERIALS MANAGEMENT:

• •Supports invoice processing, expense reimbursement, petty cash, gift card controls, donation deposits, receipting documentation, purchasing documentation, and financial tracking within established authority limits.
• •Maintains accurate financial, donor, payroll, and administrative records and ensures supporting documentation is complete, organized, and available for review or audit.
• •Uses organizational systems, records, documents, and resources responsibly and in accordance with policy.
• •No direct budget accountability unless specifically assigned.

WORKING CONDITIONS:

• •Work is typically performed in an office administrative environment under generally agreeable conditions.
• •Role requires frequent computer use, data entry, document review, spreadsheet work, financial recordkeeping, system navigation, and handling of confidential information.
• •May be required to manage competing deadlines related to payroll, month-end financial processes, donation deposits, reimbursement cycles, purchasing approvals, and reporting requests.
• •May occasionally encounter sensitive financial,