Job Overview

We are seeking an energetic and highly organized Administrative Co-ordinator to join our energetic team. In this vital role, you will oversee a wide range of administrative functions to ensure smooth daily operations and support the overall efficiency of our organization. Your proactive approach, exceptional communication skills, and ability to manage multiple tasks will help foster a productive environment where our team can thrive.

This paid position offers an exciting opportunity for a motivated individual to contribute to a vibrant, fast-paced setting while developing valuable project management and organizational skills.

This role is best suited to someone who is highly experienced with QuickBooks Online, payroll administration and advanced Excel functions.

The successful candidate will be responsible for invoicing, payroll support, financial record management, program registration assistance and general administrative coordination. Accuracy is essential. You must be comfortable managing detailed financial information, identifying discrepancies, meeting firm deadlines and following tasks through to completion.

Previous hands-on QuickBooks Online experience is mandatory. Please do not apply if you have not regularly used QuickBooks Online in a professional role.

The preferred working schedule is Monday to Friday from approximately 9:00 a.m. to 2:00 p.m. Pacific Time. Some flexibility may be available, but candidates should generally be available during these hours to support daily operations, respond to registration inquiries and meet invoicing and payroll deadlines.

Duties

- Manage and coordinate administrative tasks including filing, records management, and database maintenance using tools such as Humanity, excel, and SBC.
- Prepare, review, and present reports and presentations utilizing Microsoft Word, PowerPoint, Excel, and Outlook to support team projects and meetings.
- Provide exceptional customer service by responding promptly to inquiries, assisting visitors, and supporting internal teams with their administrative needs.
- QuickBooks Online and Financial Administration
- Manage customer invoicing through QuickBooks Online.

Payroll Administration
- Prepare and process payroll accurately and on schedule using QuickBooks Online Payroll.
- Review staff hours, pay rates and payroll information before each payroll run.
- Compare scheduled hours, submitted hours and approved payroll records.
- Follow up with managers or employees regarding missing or inconsistent information.
- Maintain accurate employee payroll records.
- Track vacation pay and other payroll-related information.
- Assist with Records of Employment and other payroll documentation when required.
- Ensure payroll deadlines are consistently met.
- Handle confidential employee and financial information with discretion.

Program Registration Support
- Assist families with program registration questions and account-related concerns.
- Review registration records for completeness and accuracy.
- Process approved refunds,



credits, transfers and adjustments.
- Help resolve registration and payment issues.
- Maintain accurate participant and program information.
- Prepare registration, attendance and revenue reports.
- Communicate professionally and promptly with parents, partner organizations and internal team members.
- Support the administrative setup of new seasons, programs and locations.

Excel and Reporting
- Create, maintain and audit detailed Excel spreadsheets.
- Organize and analyze payroll, registration, invoicing and program data.
- Use advanced Excel functions to improve accuracy and efficiency.
- Cross-reference information from multiple systems and identify discrepancies.
- Create clear reports and summaries for management.
- Maintain reliable tracking systems for outstanding tasks, payments and deadlines.
- Improve existing spreadsheets and administrative processes where appropriate.

Required Qualifications

Applicants must have

- A minimum of two years of skilled, hands-on experience using QuickBooks Online.
- Experience with invoicing, accounts receivable and financial record management.
- Experience preparing or processing payroll.
- Advanced Excel skills.
- Exceptional attention to detail and a high level of accuracy.
- Strong organizational and time-management skills.
- The ability to manage multiple priorities and recurring deadlines.
- Strong written and verbal communication skills.
- The ability to work independently in a remote position.
- Excellent follow-through and accountability.
- Experience handling confidential financial and employee information.
- A reliable computer, high-speed internet connection and a professional remote workspace.
- Regular availability Monday through Friday, preferably from approximately 9:00 a.m.–2:00 p.m. Pacific Time.
- Create, issue and track invoices for schools, community centres, daycares, corporate partners and other clients.
- Record and properly categorize payments, expenses and other transactions.
- Monitor outstanding accounts receivable and follow up on overdue invoices.
- Maintain accurate customer, vendor and financial records.
- Reconcile payments and investigate discrepancies.
- Prepare financial reports and summaries for management.
- Maintain organized digital financial records and supporting documentation.
- Work with the company’s accountant or bookkeeper when information or documentation is required.
- Identify missing information, duplicate entries, incorrect amounts and other potential errors.
- Assist with month-end and year-end administrative requirements.
- Organize schedules, coordinate meetings,



and ensure effective time management across departments through efficient calendar management.
- Maintain accurate records of program activities, participant data, and other essential documentation ensuring compliance with organizational standards.
- Support project planning efforts by analyzing data, preparing presentations, and facilitating communication between stakeholders.

Experience

- Proven administrative experience in a fast-paced environment with solid organizational skills.
- Demonstrated proficiency in Microsoft Office suite including Word, Excel, PowerPoint, Outlook, Access, SharePoint, and Project.
- Excellent written and verbal communication skills in English; bilingual proficiency in French is highly desirable.
- Strong analysis skills with the ability to interpret data and prepare clear reports or presentations.
- Experience with databases, records management systems, procurement processes, and negotiation is preferred.
- Ability to manage multiple priorities efficiently while maintaining attention to detail.
- Leadership qualities combined with excellent interpersonal skills to collaborate effectively across teams.

The Ideal Candidate

You are someone who

- Notices small errors before they become larger problems.
- Double-checks your work without needing to be reminded.
- Is highly confident working with numbers and spreadsheets.
- Understands the importance of accurate and timely payroll.
- Keeps excellent records and documentation.
- Communicates quickly when information is missing or unclear.
- Takes ownership of assigned responsibilities.
- Can create structure and organization in a fast-paced environment.
- Is comfortable working independently while remaining connected to a team.
- Looks for ways to improve systems and make administrative processes more productive.
- Is dependable, professional and consistent.

Join us as an Administrative Co-ordinator where your enthusiasm meets your expertise! Be part of an organization committed to fostering growth—helping us deliver outstanding service while advancing your career through meaningful responsibilities in a supportive environment. Sportball Vancouver welcomes applications from qualified candidates and is committed to creating an inclusive and respectful workplace.

Pay: $20.00-$24.00 per hour

Application question(s)

- Please submit your résumé and a short cover letter answering the following questions:

How many years have you used QuickBooks Online in a professional role? Which QuickBooks Online functions have you personally managed?

Have you processed payroll using QuickBooks Online Payroll? If so, approximately how many employees were included?

Please describe your experience with invoicing and accounts receivable.

Which advanced Excel functions do you use regularly?

Are you currently located in Vancouver or the Lower Mainland?

Are you available to work Monday through Friday from approximately 9:00 a.m.–2:00 p.m. Pacific Time?

Work Location: Hybrid remote in Vancouver, BC

📌 Sportball - Administrative co-ordinator (Vancouver)
🏢 Sportball
📍 Vancouver