The Office & Member Services Coordinator ensures our front office, administrative systems, and member service experience operate efficiently, accurately, and consistently. Reporting to the Operations and Members Manager, you will be a welcoming first point of contact for members, customers, visitors, and partners. You will coordinate day-to-day office administration, manage and triage inquiries, support accurate records and routine data processing, and provide first-line assistance as members transition to our current digital platform.

This is an ideal role for an organized, service-minded professional who enjoys improving workflows, using online systems, and bringing order to a busy, purpose-driven office.

RESPONSIBILITIES

Member and Customer Service

- Serve as a primary contact for phone, email, walk-in, and general member inquiries.
- Provide timely, professional, and accurate information or route inquiries to the appropriate staff member.
- Support first-line navigation of member-facing online systems using approved procedures, resources, and escalation paths.
- Maintain an organized record of inquiries, recurring issues, and follow-up requirements.

Office Administration and Coordination

- Coordinate reception coverage, general inboxes, correspondence, filing, document management, and office calendars, adjusting support as priorities and service demands change.
- Maintain administrative procedures, checklists, templates, and shared records to support consistent service.
- Coordinate routine office supplies, vendor requests, meeting-room readiness, and administrative follow-up.
- Support purchasing, printing, shipping, receiving,



and order-processing activities during peak periods or as required.
- Maintain awareness of day-to-day office activities, priorities, and service demands, proactively identifying where additional support, coverage, or follow-up may be needed.
- Help coordinate day-to-day workflow and office coverage, including breaks, reception/service coverage, competing priorities, and periods of increased demand, escalating issues or resource needs as appropriate.

Data Processing and Quality

- Complete routine data entry, document uploads, member record updates, and application or form intake.
- Review submissions for completeness and follow up on missing or inaccurate information.
- Maintain confidentiality and follow established privacy, records-management, and data-quality procedures.
- Identify recurring data or process issues and recommend practical workflow improvements.

Team and Platform Support

- Work closely with the team to route complex platform, data, account, award, or permissions issues.
- Support the preparation of member resources, frequently asked questions, standard communications, and process documentation.
- Provide administrative support to operations projects, events, reports, and organizational initiatives.

QUALIFICATIONS

Required

- Two or more years of experience in office administration, customer service,



member services, reception, or operational coordination.
- Demonstrated ability to manage multiple priorities, organize detailed work, and meet deadlines with minimal supervision.
- Strong written and verbal communication skills and a professional, welcoming service approach.
- High accuracy and attention to detail in data entry, document management, and records processing.
- Confidence using Microsoft 365, including Outlook, Word, Excel, Teams, and shared online files.
- Experience learning and using online portals, CRM, membership, registration, or database systems.
- Sound judgment in handling confidential information and knowing when to resolve, route, document, or escalate an issue.

Assets

- Experience in a non-profit, association, membership, training, education, recreation, or aquatic environment.
- Experience supporting CRM implementation, digital adoption, online forms, or member self-service systems.
- Experience developing administrative procedures, templates, checklists, or workflow documentation.
- Familiarity with shipping, inventory, purchasing, or order-processing workflows.

Working Conditions and Pre-Employment Requirements

- This is primarily an on-site role in Edmonton, Alberta, due to reception, office, shipping, and member service responsibilities.
- The role may occasionally require moving office, shipping, or program materials. Candidates should be able to perform these duties safely, with accommodation available where required.
- A satisfactory Criminal Record Check, including Vulnerable Sector Check, may be required before employment.

📌 Office & Member Services Coordinator (Part-Time) (Edmonton)
🏢 Lifesaving Society Alberta and Northwest Territories
📍 Edmonton