Coordinator, Office and Administration

Hope Air is Canada’s only national charity providing free travel and accommodations to ensure all Canadians can access essential medical care, regardless of distance or cost. 

Hope Air is seeking a dynamic and process-driven Coordinator, Office and Administration, to support in the management of the day-to-day operations of our organization. The Coordinator, Office and Administration will play a key role in various administrative duties, working closely with the CFO, CEO, and other senior leaders. This is a great opportunity for a detail-oriented and enthusiastic individual to become an integral part of our growing team. 

This is a role for a talented problem-solver with great initiative and can-do attitude. The ideal individual is a fabulous organizer, detail oriented, and enjoy communicating and collaborating with others.   

Key Responsibilities: 

• Manage the day-to-day administrative needs for the Hope Air office 

• Liaising with internal and external stakeholders, including timely response to inquiries as required 

Duties include:  

• Preparing and supporting Government Grant Applications such as the Northern Health Travel Grant (ON NHTG), Medical Transportation Assistance Program (N&L MTAP), and Others. 

• Providing related status reports and coordinating with patients and medical offices to obtain required information. 

• Coordination & support of team and staff events as well as assistance with some external events such as fundraising activities, etc. 

• Office management responsibilities, including handling incoming mail and packages, supporting outgoing mail, and ensuring office infrastructure such as printers, meeting spaces, and supplies are well maintained. 

• Assisting with non-Program Travel Arrangements, organizing and scheduling flights, including management of vouchers and hotel bookings for Senior Leadership Team and Board Members. 

• Preparing documentation and coordinating information sharing as requested using the Microsoft Suite of products including SharePoint, Teams, PowerPoint, Word, and Excel. 

• Assisting with administration and volunteer coordination during select events, including the AGM and other organizational events. 
• Organization and submission of expense reports as well as processing payments related to office administration. 

• Receptionist duties as required with visitors to the office. 

• Close collaboration with team members on duties related to office administration. 

• Assist with the onboarding of new employees and coordinating with the IT Service Provider to ensure a successful transition for new staff. 

• Working with the IT Service Provider to ensure IT needs of staff are met. Other administrative duties as needed  

Requirements: 

• 2+ years of Office/Administration experience is desired 

• Strong knowledge of Microsoft suite of products and be willing to, and be adept at, learning new software programs. 

• Familiarity with online banking, QuickBooks, CMS and Salesforce an asset. 

• Ability to problem solve, exercising sound administrative judgment with a sense of urgency and in absence of supervision. 

• Excellent verbal and written communication skills, with a strong customer service focus. 

• An ability to work in a team environment and be equally comfortable working independently. 

• Strong organizational skills, thinking ahead on tasks to anticipate future needs and/or potential challenges that may arise. 

• This role requires the ability to collaborate effectively, maintain confidentiality, and manage competing priorities.  

• Enthusiasm and willingness to learn. 

Working at Hope Air: 

• Salary: $42,000 - $48,000 

• Hybrid work arrangement in Toronto, ON 

• Comprehensive benefits, including health, dental, vision, and paramedical coverage  

• Open and supportive team environment where your ideas are valued.  

• Generous vacation leave with support for professional development.  

• Celebrate your birthday with an extra day off.  

• Opportunities for career advancement and professional growth.  

• Regular team-building activities and social events.  

• Be part of a team of passionate staff, volunteers, and supporters dedicated to making a difference.  

• A holiday closure to relax and spend time with family & friends. 

Why Join Hope Air?
 

Healthcare is universal in Canada—but access is not. Many Canadians must delay or forgo medical care due to travel costs. By joining Hope Air, you play a vital role in helping thousands access the care they need, when and where they need it.