Job Title: Administrative & Communications Coordinator

Location: Ottawa Street BIA – Hamilton, ON

Reports to: Executive Director

Employment Type: Part-Time, Fixed Term Contract

Job Summary The Ottawa Street BIA is seeking a detail-oriented and community-minded Administrative & Communications Coordinator to support the day-to-day operations of our Business Improvement Area. This role is primarily an administrative and office support position, responsible for keeping organizational systems running smoothly, managing communications and correspondence, and supporting the Executive Director across a range of operational tasks. A component of the role involves basic communications and social media upkeep to maintain the BIA's public presence.

Key Responsibilities

Administrative & Office Operations

- Serve as the primary administrative support to the Executive Director, managing day-to-day office functions
- Greet and assist office visitors and manage incoming inquiries in a professional and welcoming manner
- Respond to telephone and email inquiries; perform reception duties as required
- Draft, proofread, and format correspondence, meeting minutes, reports, grant-related documents, and newsletters
- Attend monthly board meetings and accurately record and distribute meeting minutes
- Maintain and organize BIA records, including board and committee minutes, member directories, contact databases, and newsletters
- Manage filing systems (physical and digital) to ensure records are current, accessible, and organized
- Conduct regular street audits to identify issues such as lighting, signage, graffiti, litter, and general corridor conditions, and report findings to the Executive Director
- Assist with research, data gathering, and preparation of reports or presentations to support grant applications and strategic planning
- Support day-to-day operational tasks as directed by the Executive Director

Member Relations & Business Support





- Act as a point of contact for local business owners, providing updates, answering questions, and directing inquiries appropriately
- Assist with business outreach, surveys, and engagement activities to support member relations
- Support the onboarding of new BIA members, including welcome packages and introductions to available resources
- Seek out and follow up on potential Associate Membership opportunities as directed

Event & Community Support

- Provide logistical and administrative support for BIA events, including coordination of volunteers, vendors, and promotional materials
- Assist with planning and executing community events, activations, and seasonal programming
- Attend community meetings and represent the BIA when required

Communications & Social Media -Manage the BIA's social media presence, including basic content curation, scheduling, and ad management across platforms such as Instagram and Facebook

-Assist with the production of newsletters and basic print or digital materials in keeping with BIA brand standards

-Support promotional efforts and campaigns as directed by the Executive Director

Qualifications

- Minimum two years of administrative, office coordination, or customer service experience; experience in a nonprofit, BIA, or community organization is a strong asset
- Strong organizational skills with a demonstrated ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills, including experience drafting professional correspondence and meeting minutes
- Proficiency with Google Workspace (Docs, Sheets,



Gmail, Calendar) and general office tools
- Comfortable working both independently and collaboratively in a small office workplace
- Friendly and professional manner when interacting with business owners, community members, and the public
- Proficiency with social media platforms (Instagram, Facebook) for routine content posting; and graphic design or content creation programs (e.g. Canva)
- Knowledge of or connection to the Ottawa Street community or Hamilton's small business landscape is an asset

Preferred

- Experience working with a BIA, nonprofit, or other community-based organization
- Familiarity with grant writing, reporting requirements, or municipal processes
- Experience with Mailchimp or comparable newsletter platforms

Work Conditions

- Office hours: Tuesday to Friday, 12:00 pm – 5:00 pm, with occasional evenings and weekends for events and board meetings. Office hours can be revised to suit the individual, based on board approval.
- Physical duties may include lifting, walking, and standing for events, as well as navigating stairs
- A valid driver's license and access to a vehicle is an asset but not required

Job Types: Part-time, 20 hours per week

Benefits

- On-site parking -Extended health care, Dental care (after 3-month probationary period)

Ability to Commute/Relocate

- Hamilton, ON L8H 1W3: must reliably commute or plan to relocate before starting work (required)

Application Questions

- Are you comfortable interacting with new people on a daily basis, both in person and by phone?

Experience

- Administrative or office coordination: 2 years (required)
- Customer service: 2 years (required)
- Social media content and engagement: 1 year (preferred)

Pay: $25.00 per hour Expected hours: 20.0 per week

Benefits

- Dental care
- Extended health care
- On-site parking
- Vision care

Work Location: In person

📌 Administrative & Communications Coordinator (Canada)
🏢 Ottawa Street BIA
📍 Canada