Office Manager - Chai Lifeline Canada

Office Manager

Why work for Chai?

• Comprehensive benefits
• Generous vacation including all Jewish holidays
• Great culture - we’re always here to help each other out!

Since 2006, Chai Lifeline Canada has been providing services to children and families who are impacted by chronic or life-threatening illness. In this dynamic role, you will positively impact families as they navigate through difficult times and contribute to a more caring and connected community. At Chai Lifeline Canada, you will be part of a dynamic team that is dedicated to living our core values and leading with integrity and mutual respect. We provide care and love to families in need and, in doing so, we carry out our roles with empathy, dedication and humility.

The Office Manager provides administrative, operational, facilities, and program support to ensure the smooth day-to-day functioning of the organization. This role serves as the primary point of contact for visitors, families, donors, volunteers, and vendors while supporting multiple departments including Operations, Development, Family Services, Human Resources, Volunteer Services, and Finance.

Responsibilities will include:

• Office Administration & Reception Manage front office operations, including incoming calls, visitors, mail, filing systems, office supplies, and shared workspaces. Maintain office organization, cleanliness, equipment, inventory, and administrative records. Coordinate office purchases, calendars, scheduling, and internal communications.
• Facilities & Property Management Coordinate maintenance, repairs, security systems, and vendor services for office facilities and properties. Serve as the primary contact for tenants and facility-related issues. Oversee office infrastructure, including internet, telecommunications, and building services.
• Program, Event & Fundraising Support Provide administrative and logistical support for family programs, camps, and fundraising initiatives. Coordinate supplies, transportation, meals, and event-day operations. Support donor programs. Assist with vendor payments.
• Organizational Support Record and distribute meeting minutes, maintain organizational records, and handle catering requests. Provide administrative support across departments and perform additional duties as assigned. Maintain professionalism, confidentiality, and responsiveness to changing organizational priorities.
• Salesforce (NPSP) Administration Process online donations and ensure gift records are accurately entered into Salesforce. Generate charitable tax receipts, donor acknowledgements, and pledge payment invoices. Maintain accurate donor records by updating contact information and communication preferences. Assist with donor database maintenance, including duplicate management and data quality reviews. Support pledge administration by recording payments and monitoring outstanding balances. Provide general administrative support to the fundraising team through accurate Salesforce data entry and record maintenance.
• Other duties as assigned.

Qualifications:

• Excellent communication and customer service skills.
• Demonstrated ability to represent the organization positively and professionally, including strong adherence to timeliness and follow-up.
• Exceptional commitment to confidentiality.
• Must be able to perform physical tasks associated with office operations, including bending, lifting, carrying, and moving boxes (up to 20 lbs), supplies, and equipment, including up and down stairs.
• Strong administrative, organizational, and multitasking skills.
• Proficiency with Microsoft Office and digital office systems. Canva experience is an asset.
• Ability to manage multiple priorities with accuracy and attention to detail.
• Salesforce experience is an asset, though not required, as training is available for the successful candidate who demonstrates technical proficiency and the ability & willingness to learn new software platforms.
• Nonprofit experience is an asset.
• Passion for the work of Chai Lifeline Canada and to positively impact our community
• Excellent organization, multitasking, and attention to detail
• Highly motivated with the ability to work in a collaborative team or independently.
• Alignment with Chai Lifeline Canada’s core values: dedication, integrity, empathy, respect, and humility
• Valid driver’s license and access to a reliable vehicle are required to support occasional organizational needs, including the pickup and delivery of supplies, materials, and other required items.

Salary range: $50k-$60k per year, commensurate with experience.

Interested applicants should email their resume to HR@ChaiLifeline.ca

Please note, only applicants selected for an interview will be contacted.

Chai Lifeline Canada is committed to inclusive and accessible recruitment practices to applicants with accessibility needs in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disability Act (AODA). Reasonable accommodations are available on request for candidates with disabilities taking part in all aspects of the selection process.

To learn more about Chai Lifeline Canada please visit our website www.chailifelinecanada.org