Position Type: Part-time, permanent

Location: Waterloo Region (hybrid – with weekly in-office hours in Uptown Waterloo)

Hours: 10 hours per week

Hourly Rate: $32.00

HOW TO APPLY

Please submit a resume and brief cover letter outlining your interest and relevant experience to:

Matthew Day - Executive Director, WR Community Energy

Email: [email protected]

Application Deadline: September 8, 2026 at 5:00 pm Eastern Time

About WR Community Energy

WR Community Energy (WRCE) is a collaborative initiative of the Region of Waterloo, its urban municipalities, and local utilities. We work with partners to lead the implementation of Waterloo Region’s Community Energy Investment Strategy and steward the community’s energy transition. WRCE aims to improve and sustain Waterloo Region’s economic competitiveness and quality of life through the coordination of targeted energy investments.

Our work spans research, policy support, community energy planning, and community engagement. WRCE staff collaborate closely with our Advisory Council, Board of Directors, and multiple working groups to advance strategic projects and partnerships.

We are a small, mission-driven team that values clarity, strong systems, and supportive working relationships. If you are organized, detail-oriented, and excited to help maintain and strengthen the administrative backbone of a growing community energy organization, this role is for you.

About the Role The Finance and Administration Coordinator manages core administrative, financial, and operational processes for WRCE. This role supports the Executive Director and collaborates with staff and external partners to ensure WRCE’s financial, governance, and operational processes run smoothly.



The ideal candidate is highly organized, extremely detail-oriented, comfortable working independently, and enthusiastic about maintaining strong administrative systems.

Key Responsibilities

Financial Administration

- File monthly expenses, upload receipts, and maintain accurate expense records in shared files and QuickBooks
- File and pay invoices and bills; submit receivable invoices and track payments
- Monitor bank accounts, credit card and EFT payments, manage bank records
- Support financial record keeping and reporting for grants and project funding
- Prepare documents for annual financial review or audit, and manage auditor requests
- Prepare quarterly budget updates and retrieve actuals
- Support organizational and project budget creation

Administrative & Operational Support

- Maintain organizational systems and shared files
- Manage organizational software subscriptions and research new tools, as needed
- Meeting support:

o Schedule and coordinate working group and steering committee meetings o Take meeting notes and track follow-up tasks o Provide logistical support for in-person meetings
- Maintain office supplies and support functioning of office space
- Support HR tasks (pay changes, employment documents, hiring processes, contract administration)
- Support event planning and execution (invites,



preparation, supplies, logistics, communications, follow-up)
- Book travel and prepare itineraries, if needed
- Other duties as required

Governance Support

- Coordinate scheduling for quarterly Advisory Council and Board meetings
- Support preparation of agendas, slides and meeting materials
- Manage logistics for in-person meetings
- Take minutes and track follow-up tasks
- Provide administrative support for other governance processes

Communications & Reporting

- Update and maintain the contact and image databases
- Coordinate with graphic designer on content publications
- Support staff with newsletter distribution

Qualifications

Required

- Minimum 1 year experience in administrative, bookkeeping, or operations support role
- Experience with financial administration, including expenses, invoices and reconciliation
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple tasks and maintain accurate records
- Strong written and verbal communication skills
- Proficiency with digital tools (Teams, Outlook, Excel, QuickBooks, shared drives)

Assets

- Experience supporting non-profit governance and boards
- Familiarity with non-profit operations and/or the environmental or energy sector
- Experience with event coordination or project coordination

Compensation Details

- Hourly rate: $32.00
- Hours: 10 hours/week
- Position type: Part time, permanent
- Retirement savings: Employer matches RRSP contributions up to 10% of salary
- Vacation: 15 days of annual paid time off, pro-rated to weekly hours
- Sick leave: Paid sick leave accrual, pro-rated to weekly hours

📌 Finance and Administration Coordinator (Kitchener)
🏢 WR Community Energy
📍 Kitchener