In Space Universe

Location: Nanaimo, BC

Position Type: Full-Time, 40 hours per week / Monday- Friday, 2:30 pm- 11 pm, with a 30-minute break. Start and end hours may change from time to time, but should get into a routine.

Company Benefits: Full suite of company benefits to start sometime in the new year.

Join a Growing Team Making a Difference In Space Universe is seeking an organized, detail-oriented, and proactive Office Administrator, Accounts Coordinator & Classroom Support to support our growing Childcare, Academy & Aquatics operations. This is a dynamic role that combines office administration, bookkeeping, accounts receivable management, payroll support, government funding administration, and customer service.

The ideal candidate will have strong bookkeeping experience, excellent communication skills, and the ability to manage multiple priorities in a fast-paced workplace. Experience in childcare administration is considered a strong asset.

Why Join Us

- Supportive and collaborative team setting
- Opportunity for growth within a rapidly expanding organization
- Meaningful work supporting children, families, and educators
- Diverse role with a mix of accounting, administration, and operations

Key Responsibilities Accounting & Financial Administration
- Manage Accounts Receivable (A/R) and parent account balances
- Process parent payments and maintain accurate payment records
- Follow up on outstanding accounts and payment arrangements
- Maintain financial records using QuickBooks Online (QBO)
- Assist with payroll processing and payroll administration




- Reconcile accounts and support monthly bookkeeping procedures
- Assist with reporting and financial documentation as required
- Help manage employees benefits and payouts

Childcare Funding Administration
- Manage and administer Affordable Child Care Benefit (ACCB) applications and renewals
- Process and track CCFRI (Child Care Fee Reduction Initiative) funding and reporting
- Communicate with families regarding subsidy eligibility, documentation, and renewals
- Maintain accurate funding records and ensure compliance with government requirements

Office Administration
- Answer incoming phone calls and respond to email inquiries professionally and promptly
- Manage enrolment inquiries, waitlists, registrations, and family communications
- Maintain digital and physical filing systems
- Prepare correspondence, forms, and reports
- Order office and program supplies as needed
- Support management with administrative projects and operational tasks

Team Support
- Provide administrative support to office manager and centre leadership
- Assist with staff onboarding and documentation
- Support special projects and company growth initiatives
- Be willing to assist in childcare classrooms when operational needs arise

Qualifications




- Previous office administration and bookkeeping experience preferred
- Experience using QuickBooks Online (QBO) preferred
- Experience with Accounts Receivable and payroll administration preferred
- Strong computer skills including Microsoft Office and Google Workspace
- Excellent organizational, time management, and multitasking abilities
- Strong attention to detail and accuracy
- Professional verbal and written communication skills
- Ability to work independently and maintain confidentiality
- Experience in childcare administration considered a strong asset

Additional Requirements & Assets
- Willingness to obtain a Responsible Adult Certificate
- Ability to successfully complete a Criminal Record Check
- Class 4 Driver's Licence is considered an asset but not required
- Experience working in a childcare, education, or family services environment is an asset
- Reliable transportation

What We're Looking For We're looking for someone who enjoys solving problems, keeping things organized, and helping people. The successful candidate will be comfortable working with numbers, communicating with families, managing multiple deadlines, and contributing to a positive team culture. Flexibility, professionalism, and a willingness to support wherever needed are essential.

If you're looking for a rewarding position with a growing organization that values teamwork, accountability, and community impact, we'd love to hear from you.

Pay: $30.00 per hour

Expected hours: 40.0 per week

Benefits

- On-site childcare
- On-site parking

Work Location: In person

📌 Office Administrator, Accounts Coordinator & Classroom Support (Nanaimo)
🏢 In Space Universe
📍 Nanaimo