Mallard Diversified Services Industries (MDSI) is seeking an organized, detail-oriented, and motivated individual to join our management support team as an Operations & Compliance Support Coordinator.

This position plays an important role in supporting the overall operations of the organization, ensuring administrative processes, financial records, reporting requirements, policies, and regulatory documentation are maintained accurately and efficiently.

Working closely with the Executive Director and Finance Department team, the successful candidate will provide support in payroll administration, financial coordination, funder reporting, policy development, occupational health and safety, meeting coordination, and organizational compliance.

The ideal candidate is highly organized, demonstrates strong computer and communication skills, can manage multiple priorities, and is comfortable handling confidential financial and client information.

Key Responsibilities

1. Financial & Administrative Support

- Assist with payroll processing, payroll administration, and preparation of annual T4s.
- Manage accounts receivable, including invoicing, tracking outstanding balances, and follow-up.
- Assist with the administration and monitoring of client finances.
- Coordinate client income tax preparation, filing requirements, and related documentation.
- Prepare and maintain trustee reports and financial documentation as required.
- Assist with preparing quotes, estimates, and related documentation for residential homes and organizational projects.

1. Funding & Regulatory Reporting

- Prepare, coordinate, and submit required reports to government funders and other funding agencies.
- Ensure reporting deadlines are met and supporting documentation is accurate and complete.
- Assist with maintaining records required for licensing, inspections, audits, and regulatory compliance.
- Support the organization in meeting applicable funding, operational, and legislative requirements.

1. Policies,



Procedures & Organizational Compliance

- Maintain and regularly review the organization's policy and procedure manuals.
- Assist with the development, revision, and implementation of organizational policies and procedures.
- Ensure policies and procedures remain current and reflect legislative, regulatory, and operational requirements.
- Maintain organized records of policy approvals, revisions, and staff acknowledgements.
- Assist management with identifying areas where policies, procedures, or documentation require updating.

1. Meetings & Organizational Coordination

- Coordinate and attend Admissions Review and Transition Meetings.
- Prepare meeting agendas, take minutes, and distribute meeting documentation and follow-up items.
- Attend additional organizational and management meetings as required.
- Maintain meeting records and ensure action items are documented and followed up on.

1. Occupational Health & Safety & Staff Training

- Participate as a member of the organization's Occupational Health and Safety Committee.
- Assist with maintaining OH&S; documentation, meeting minutes, and required records.
- Maintain and monitor employee training records, certifications, and renewal dates.
- Assist with tracking mandatory staff training and identifying upcoming training requirements.
- Support the implementation and maintenance of organizational health and safety practices.

1. Communications & Media Relations

- Assist with organizational communications, announcements, and promotional materials.




- Support social media updates and the sharing of organizational news and activities.
- Assist with media inquiries, community engagement, and public relations initiatives.
- Help promote MDSI programs, services, and community involvement.

1. General Organizational Support

- Provide administrative and operational support to the Executive Director and management team.
- Assist with special projects, organizational initiatives, and process improvements.
- Maintain accurate, organized, and confidential records.
- Undertake additional responsibilities as required to support the effective operation of the organization.

Qualifications & Skills The successful candidate will demonstrate:
- Robust organizational, administrative, and time-management skills.
- Excellent written and verbal communication skills.
- Strong computer skills, including Microsoft Word, Excel, Outlook, and other administrative software.
- Experience with payroll, bookkeeping, accounts receivable, or financial administration.
- Strong attention to detail and the ability to prepare accurate reports and documentation.
- The ability to manage multiple responsibilities and meet established deadlines.
- Professionalism and discretion when handling confidential employee and client information.
- Strong interpersonal skills and the ability to work independently as well as part of a team.
- A willingness to learn and develop an understanding of the organization's programs, funding requirements, and regulatory obligations.

Education & Experience
- Post-secondary education in business administration, accounting, office administration, or a related field would be considered an asset.
- Previous experience in payroll, financial administration, compliance, or organizational support is preferred.
- Experience working in a non-profit, human services, or disability services environment would be an asset.

Pay: From $22.50 per hour

Work Location: In person

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