Job Description

About RUMO Child Care Services

RUMO Child Care Services is a licensed home child care agency supporting families and home daycare providers across Toronto and surrounding regions. We work closely with providers, families, and municipalities under the

CCEYA

and the

CWELCC

framework, with a strong focus on

quality, compliance, organization, and respectful communication

.

We are seeking a reliable, detail-oriented

Administrative Assistant / Coordinator

to support our growing operations.

Role Overview

This role supports the day-to-day administrative and coordination functions of the agency. You will work closely with the

Director

and

Financial Coordinator

to ensure smooth communication with families and providers, accurate documentation, and well-organized workflows.

This position is ideal for someone who is

efficient, takes initiative, communicates clearly, and is comfortable working independently within structured systems

.

Key ResponsibilitiesAdministrative & Communication Support

Respond to emails, messages, and inquiries from families and providers in a

professional, timely, and calm manner

Coordinate daycare tours, home visits, inspections, and onboarding steps Draft and send standard communications, reminders, confirmations, and follow-ups Maintain clear and accurate records of communications and decisions
Provider & Family Coordination

Support provider onboarding and documentation collection Track registrations, transitions, withdrawals, closures, and schedule updates Assist families with inquiries related to policies, schedules, and general operations Direct financial or regulatory questions to the appropriate team member
Systems & Documentation

Work with platforms such as

Lillio (HiMama)

, Google Workspace, spreadsheets, and email systems Organize digital files and ensure documentation is complete, current, and well-structured Support compliance-related tracking (incident reports, inspections, forms --

no legal interpretation required

)
Operational Support

Assist with internal checklists, process improvements, and workflow organization Support the Director with administrative preparation for inspections, audits, and reporting periods Proactively identify gaps, follow up on outstanding items, and help keep operations moving efficiently
Qualifications & ExperienceRequired

Strong

administrative and organizational skills

Excellent written English with a

clear, professional tone

Ability to work

efficiently

, manage multiple tasks, and meet deadlines Willingness to

take initiative

and follow through without constant supervision Strong

communication and interpersonal skills

, comfortable interacting with families and providers Experience in

administrative roles involving client-facing communication

Comfortable using computers, email, spreadsheets, and online systems Reliable, discreet, and respectful with confidential information

Valid G driver's licence

(required for occasional field support and coordination)
Strongly Preferred

Experience in child care, education, social services, healthcare, or regulated environments Experience coordinating schedules, documentation, or multi-step processes
Nice to Have

Understanding of CWELCC / CCEYA (training can be provided) Experience supporting a small business or agency
What This Role Is (and Is Not)This role

IS

:

Structured and process-driven Detail-oriented and organized Professional, calm, and people-focused Suited to someone who enjoys systems, follow-ups, and clear expectations
This role

IS NOT

:

A marketing or creative role A sales role A casual or unstructured position A role for someone who dislikes policies, documentation, or accountability
Why Join RUMO

Supportive and respectful leadership Clear systems and expectations Flexible hybrid work structure Opportunity to grow with an expanding agency Meaningful work supporting children, families, and caregivers
How to Apply

Please submit:

Your updated

resume

including references A

short note

explaining why this role is a good fit for you
Only selected candidates will be contacted.

Job Type: Full-time

Pay: $18.00-$23.00 per hour

Expected hours: 35 - 40 per week

Benefits:

Casual dress Dental care Extended health care Life insurance On-site parking Paid time off Vision care
Application question(s):

Do you have a valid G driver's licence and personal car?
Experience:

Administrative: 2 years (preferred)
Work Location: In person