Position: Administrative Coordinator

Employment Type: Full-Time, In-Person

Salary: $55,000 per year

Location: 62 Steacie Dr, Kanata, ON K2K 2A9

Perks: Paid Time Off (PTO), Medical Insurance, Dental Insurance, Vision Insurance, and other applicable employee benefits

About Eagles Care

Eagles Care is a social services organization committed to providing safe, structured, supportive, and high-quality residential services for children and youth. Our work is supported by a multidisciplinary team focused on maintaining strong operational standards and creating an environment where children and youth can receive individualized care and support.

As Eagles Care continues to grow, we are seeking a highly organized, detail-oriented, and financially knowledgeable Administrative Coordinator who will support the day-to-day administration of the organization while also playing an important role in our ongoing growth and expansion initiatives.

Position Summary The Administrative Coordinator will provide comprehensive administrative, financial, operational, and organizational support to Eagles Care. This individual will work closely with management and other members of the team to ensure that administrative processes are effective, records are properly maintained, financial information is organized, and operational priorities are followed through.

In addition to supporting the organization's existing operations, the Administrative Coordinator will participate in Eagles Care's expansion plans, including assisting management with research, documentation, financial planning, licensing and administrative requirements, project coordination, and the establishment of new programs and locations.

This position is ideal for an individual who combines strong administrative abilities with a financial background and an understanding of the social services sector.

Key ResponsibilitiesAdministrative & Operational Coordination

- Coordinate and support the day-to-day administrative activities of Eagles Care.
- Maintain organized electronic and physical records, files, correspondence, reports, and organizational documentation.
- Prepare letters, reports, spreadsheets, presentations, meeting materials, and other business documents as required.
- Coordinate meetings, appointments, calendars, deadlines, and organizational activities.
- Maintain accurate records and ensure required documents are completed, filed, and readily accessible.
- Assist management with correspondence involving external agencies, service providers, professionals, vendors, and community partners.
- Monitor administrative deadlines and follow up with appropriate team members to ensure timely completion of assigned tasks.
- Assist with procurement, office supplies, vendor coordination, invoices, and general office administration.
- Support management in continuously improving administrative processes and organizational efficiency.

Financial & Accounting Support
- Assist with the preparation, organization, and tracking of invoices, expenses, receipts, payments, and other financial documentation.
- Maintain accurate financial spreadsheets and internal tracking systems.
- Assist management with budgeting, expense monitoring, financial projections, and financial reporting.




- Support payroll-related administration and ensure required information is properly documented and submitted.
- Assist with reconciling financial records and identifying discrepancies requiring management attention.
- Liaise with accountants, payroll providers, financial institutions, vendors, and other financial professionals when required.
- Maintain confidentiality and appropriate controls when handling financial and organizational information.

Social Services & Program Administration
- Support administrative activities associated with Eagles Care's residential programs.
- Assist with maintaining documentation required for organizational, regulatory, licensing, and quality-assurance purposes.
- Support the preparation and organization of documentation for inspections, reviews, audits, and licensing processes.
- Assist management and program leadership with maintaining organized staff, training, program, and operational records.
- Help ensure administrative practices remain consistent with applicable organizational policies and regulatory requirements.
- Maintain a high level of confidentiality when handling information relating to children, youth, employees, families, and placing agencies.

Expansion & Organizational Growth The Administrative Coordinator will have an active role in supporting Eagles Care's expansion and growth initiatives. Responsibilities may include:

- Supporting management in planning and coordinating the development of recent residential programs and locations.
- Conducting research related to potential expansion opportunities, service needs, regulatory requirements, operating costs, and new markets.
- Assisting with the preparation of budgets, financial projections, cost analyses, and other financial information related to expansion projects.
- Tracking expansion milestones, deliverables, documentation requirements, and project timelines.
- Assisting with licensing applications, registrations, supporting documentation, and communication with relevant authorities and agencies.
- Coordinating information between management, consultants, contractors, financial professionals, regulatory bodies, and other stakeholders involved in expansion projects.
- Supporting the development of operational systems and administrative processes for current locations.
- Assisting management with special projects and strategic initiatives as Eagles Care continues to grow.

QualificationsPreferred Education & Experience
- Diploma or bachelor's degree in Accounting, Finance, Business Administration, Commerce, Office Administration, or a related discipline is preferred.
- Previous experience in an administrative, finance, accounting, operations, or coordination role.
- Previous work experience within the social services industry is strongly preferred, particularly within children's residential services, group homes, child welfare, developmental services, mental health, community services,



or a related environment.
- Experience supporting budgeting, bookkeeping, invoicing, payroll administration, financial reporting, or expense management is considered a strong asset.
- Experience supporting organizational growth, licensing, program development, project coordination, or business expansion is an asset.

Knowledge, Skills & Competencies The successful candidate should demonstrate:
- Strong administrative and organizational skills.
- Proficiency in ChatGPT is mandatory
- Good understanding of basic financial and accounting principles.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong problem-solving skills and ability to work independently.
- Excellent proficiency with Microsoft Office, particularly Microsoft Excel, Word, Outlook, and PowerPoint.
- Ability to prepare professional reports, spreadsheets, correspondence, and business documentation.
- Strong interpersonal skills and ability to work effectively with management, employees, external agencies, and professional service providers.
- Sound judgment and discretion when handling confidential or sensitive information.
- Ability to adapt to a growing organization where responsibilities and priorities may evolve.
- Strong initiative and willingness to take ownership of assigned projects and responsibilities.

Work Environment This is a full-time, in-person position based at Eagles Care's office located at:

62 Steacie Dr

Kanata, ON K2K 2A9

The Administrative Coordinator will work closely with management and other members of the Eagles Care team. The position requires an individual who is comfortable working in a dynamic and growing organization and who is interested in contributing not only to daily operations but also to the organization's longer-term expansion and development.

Compensation & Benefits

- Annual Salary: $55,000
- Full-time, permanent employment
- Paid Time Off (PTO)
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Additional employee benefits as applicable
- Opportunity to contribute directly to the growth and expansion of Eagles Care
- Professional growth and development opportunities within an expanding organization

Ideal Candidate Our preferred candidate is someone with a financial or accounting background who also has professional experience within the social services industry. The ideal individual will be highly organized, financially detail-oriented, proactive, dependable, and comfortable supporting both established operations and new organizational initiatives.

We are particularly interested in candidates who are excited by the opportunity to grow with Eagles Care and contribute meaningfully to the organization's future expansion.

Eagles Care is committed to maintaining a professional, respectful, inclusive, and supportive workplace and welcomes applications from qualified candidates who share our commitment to delivering high-quality services to children and youth.

Pay: $55,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Administrative Coordinator (Ottawa)
🏢 Eagles Care
📍 Ottawa