Job Description

Company Overview

Build a Dream is dedicated to transforming how young women approach career exploration by providing support, resources, and mentorship in skilled trades, STEM, emergency response, and entrepreneurship. Our mission is to foster diversity and inclusion while building a gender-balanced workforce that challenges societal perceptions of women's contributions.

Position Summary

We are seeking an organized and proactive

Administrative Coordinator

to join our team in Windsor, Ontario. The Administrative Coordinator provides essential administrative and operational support to ensure the smooth day-to-day functioning of the organization. In addition to general office and program support, this role provides basic Human Resources (HR) and Information Technology (IT) coordination support, acting as a key point of contact for internal requests and external service providers. The role is ideal for an organized, detail-oriented professional who thrives in a collaborative, mission-driven environment.

Key Responsibilities:

Office Administration

Manage incoming calls, emails, mail, and general inquiries. Maintain office supplies, equipment, and inventory. Organize filing systems (digital and physical) ensuring accuracy and confidentiality. Support meeting coordination, room bookings, and technology setup.

Administrative Support

Prepare letters, reports, presentations, and documents for staff and leadership. Assist with scheduling, calendar management, and travel arrangements. Support the onboarding of volunteers and staff (forms, orientation materials, training schedules).

Program & Event Support

Assist with registration, logistics, and documentation for community programs. Support event planning such as meetings, workshops, fundraisers, or outreach events. Track attendance, collect feedback, and maintain program files.

Data & Record Management

Maintain organizational databases (donor systems, participant lists, volunteer records). Perform data entry and ensure information accuracy. Help prepare reports for funders, donors, and internal stakeholders.

Financial & Administrative Compliance

Assist with invoice processing, petty cash, and expense tracking. Support grant documentation and reporting schedules. Help prepare documents for audits or program evaluations.

HR & IT Support

Support staff and volunteer onboarding and offboarding, including documentation, system access, and orientation coordination. Maintain employee and volunteer records, HR databases, and training documentation. Provide basic IT support, including user access setup, password resets, and onboarding-related technology coordination. Liaise with external IT service providers and maintain records of office technology, hardware, and software licenses. Ensure compliance with HR policies, data privacy, and organizational procedures.

Qualifications:

Education & Experience

Diploma in Office Administration, Business, or related field. 3+ years of administrative experience (nonprofit experience is an asset). Experience with MS Office, Google Workspace, or project management tools (e.g., Salesforce, Monday.com).

Skills & Competencies

Highly organized with strong attention to detail. Strong written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Confidentiality, professionalism, and discretion. Friendly, compassionate, mission-aligned attitude.

Assets

Proficiency in French (written and verbal) is considered an asset.

Core Attributes

Reliable, proactive, and resourceful. Team-oriented and supportive. Passionate about community impact and helping others.

Working Conditions

In-office
Job Type: Full-time

Pay: $54,000.00-$57,000.00 per year

Work Location: In person