Haldimand-Norfolk Community Senior Support Services (H-NCSSS) provides programs and services that support seniors and community members across Haldimand and Norfolk.

We are seeking an Operations & Administration Officer to support the smooth and effective day-to-day operation of the organization.

About the Role

This is a diverse role for someone who enjoys staying organized, solving problems and supporting many areas of an organization.

Reporting to the Executive Director, the Operations & Administration Officer will provide operational and administrative support across H-NCSSS, including executive support, procurement, financial administration, facilities, technology and organizational systems.

The successful candidate will also serve as the organization's AlayaCare Superuser, providing staff support, training, troubleshooting and helping improve how the system is used.

This role is well suited to someone who is organized, dependable, resourceful, comfortable with technology and able to manage multiple priorities independently.

Key ResponsibilitiesExecutive & Organizational Support

- Provide administrative and operational support to the Executive Director.
- Prepare reports, correspondence, presentations and meeting materials.
- Track priorities, action items, deadlines and follow-up items.
- Support meetings, scheduling, Board and committee administration.
- Maintain organized and confidential records.
- Assist with special projects and organizational initiatives.

Procurement & Financial Administration

- Coordinate purchasing and procurement processes.
- Obtain quotes and maintain purchasing documentation.
- Coordinate approved orders with vendors.
- Review and organize invoices for processing.
- Follow up on invoice discrepancies and missing information.
- Support the organization's external finance partner.
- Assist with financial reporting, audits and year-end documentation.




- Follow established financial controls and approval processes.

Facilities & Operations

- Coordinate responses to office and facility issues.
- Liaise with landlords, contractors and service providers.
- Coordinate approved repairs and maintenance.
- Maintain facility and service records.
- Support the organization in maintaining safe, functional and professional work environments.

AlayaCare & Technology

- Act as the organization's AlayaCare Superuser and primary internal resource.
- Support staff with system navigation and troubleshooting.
- Coordinate user access and permissions.
- Support AlayaCare onboarding and training.
- Identify opportunities to improve system use and workflows.
- Liaise with AlayaCare support and the organization's external IT provider.
- Coordinate staff technology requests and equipment needs.
- Support technology onboarding and offboarding.

General Administration

- Maintain office systems, supplies, equipment and records.
- Coordinate with vendors and external service providers.
- Help develop and maintain administrative procedures and workflows.
- Identify opportunities to improve organizational efficiency.
- Provide operational and administrative support where needed.

What We're Looking ForEducation & Experience

- Post-secondary education in business administration, office administration, operations, finance administration or a related field.
- 3–5 years of progressively responsible administrative, executive support or operations experience.




- Experience supporting senior leadership or an executive office is preferred.
- Experience with purchasing, invoices, facilities or financial administration is an asset.
- Experience in a non-profit, healthcare, community services or publicly funded environment is an asset.
- Experience with AlayaCare or a similar client/service management system is an asset.

Skills & Strengths

- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
- Strong problem-solving skills and follow-through.
- Sound judgment and discretion with confidential information.
- Strong Microsoft 365 skills, including Outlook, Word, Excel, Teams and SharePoint/OneDrive.
- Familiarity with Google Workspace.
- Comfortable learning and supporting new technology and organizational systems.
- Basic understanding of financial administration and internal controls.
- Ability to build positive working relationships with employees, vendors and external partners.
- Ability to work independently and recognize when a matter requires escalation.

What We Offer

- Full time, permanent position
- $50,000 annual salary
- Health and dental advantages after successful completion of probation
- RRSP eligibility after successful completion of probation
- 2 weeks vacation
- A varied role with the opportunity to contribute across multiple areas of a community-focused organization

Additional Requirements

- Valid Ontario driver's licence and access to reliable transportation.
- Vulnerable Sector/Police Record Check may be required by organizational policy.
- Commitment to the mission, values and service standards of H-NCSSS.

Pay: From $50,000.00 per year

Benefits:

- Casual dress
- Dental care
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Operations and Administrative Officer (Canada)
🏢 Haldimand-Norfolk Community Senior Support Services
📍 Canada