Help Keep Our Universe Running Are you organized, confident with numbers, and passionate about helping families? In Space Universe is seeking a proactive Office Administrator, Accounts Coordinator & Classroom Support professional to support our growing Childcare, Academy & Aquatics operations. This hands-on role combines bookkeeping, office administration, family service, and temporary classroom support. You’ll help keep accounts accurate, daily operations organized, and families connected to our team. Schedule
- Anticipated hours: Monday to Friday, 7:00 a.m.–3:30 p.m.
- Each shift includes a 30-minute unpaid break.
- Start and finish times may occasionally change to meet operational needs, with the goal of establishing a consistent routine. Why Join In Space Universe?
- Meaningful work supporting children, families, and educators.
- A supportive, collaborative team environment.
- Opportunities for qualified growth within an expanding organization.
- A varied role spanning accounting, administration, and program support.
- On-site childcare and parking.
- A broader company benefits package is anticipated to begin after the pool opens in the new year.

Key Responsibilities
Accounting & Financial Administration
- Manage accounts receivable and monitor family account balances.
- Process payments and maintain accurate transaction records.
- Follow up on outstanding balances and coordinate payment arrangements.
- Maintain financial records using QuickBooks Online (QBO).
- Assist with payroll processing and administration.
- Reconcile accounts and support monthly bookkeeping procedures.
- Prepare financial reports and supporting documentation as required.
- Assist with employee benefits administration and related payouts. Childcare Funding Administration




- Support families with Affordable Child Care Benefit (ACCB) applications, documentation, and renewals.
- Coordinate administrative tasks, records, and reporting related to the Child Care Fee Reduction Initiative (CCFRI).
- Communicate with families about funding documentation and renewal requirements.
- Maintain accurate funding records and support compliance with program requirements. Office Administration & Family Service
- Answer telephone calls and respond to email inquiries professionally and promptly.
- Coordinate enrolment inquiries, waitlists, registrations, and family communications.
- Maintain organized digital and physical filing systems.
- Prepare correspondence, forms, and reports.
- Order office and program supplies.
- Support management with administrative projects and daily operational tasks. Team & Classroom Support
- Provide administrative support to the Office Manager and centre leadership.
- Assist with staff onboarding and documentation.
- Contribute to special projects and company growth initiatives.
- Provide temporary classroom and out-of-school care support during staff absences, as needed within scheduled

working hours
.
- Help maintain a welcoming, organized, and positive environment for children, families, and staff. Qualifications
- Previous office administration and bookkeeping experience preferred.
- Experience with QuickBooks Online, accounts receivable, and payroll administration preferred.
- Strong computer skills,



including Microsoft Office and Google Workspace.
- Excellent organization, time management, and attention to detail.
- Professional verbal and written communication skills.
- Ability to manage competing priorities and meet deadlines.
- Ability to work independently, collaborate with others, and maintain confidentiality.
- Experience in childcare administration, education, or family services is a strong asset. Additional Requirements & Assets
- Willingness to obtain a Responsible Adult Certificate.
- Ability to successfully complete the required criminal record check.
- Willingness to work directly with children during temporary classroom coverage.
- Reliable transportation.
- ECE, ECEA, or Responsible Adult certification is an asset.
- Class 4 driver’s licence is an asset but is not required.
- One year of childcare experience is preferred but is not required. Who Will Thrive in This Role? You enjoy solving problems, keeping records accurate, and helping people feel supported. You are comfortable discussing account balances with families, managing deadlines, and moving between administrative tasks and hands-on program support. We value professionalism, accountability, flexibility, and a positive approach to teamwork.

How to Apply
Apply through Indeed or on our website at www.inspaceuniverse.com. Please include your résumé and a brief introduction outlining your administration and bookkeeping experience, any childcare qualifications, and your availability for the schedule listed above. For questions about the position, email [email protected]. Pay: $30.00 per hour Expected hours: 40.0 per week

Benefits:
- Company events
- On-site childcare
- On-site parking Work

Location:
In person

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