Operations Coordinator

Operations Coordinator

United Hatzalah

United Hatzalah is the largest independent, non-profit, fully volunteer emergency medical service organization that provides the fastest free emergency medical first response throughout Israel. Services are available to all people regardless of race, religion, or national origin. United Hatzalah has more than 8,600 volunteers in Israel, who provide lifesaving assistance when emergencies arise. With the help of our unique GPS technology and our iconic ‘ambucycles’, our goal is to get to emergencies in 3 minutes or less, and we aim for a 90 second response in metropolitan areas. Our mission is to arrive at the scene as soon as possible and provide professional and appropriate medical aid until an ambulance arrives, resulting in many more lives saved. On October 7th, United Hatzalah immediately mobilized into action - with more than 1,700 volunteer medics responding to the attacks in southern Israel. United Hatzalah Canada’s mission is to support and enhance the work of United Hatzalah.

The Position

This is a full-time role based in Toronto, reporting to the Senior Director of Operations. The Operations Coordinator will support United Hatzalah Canada's daily operations across donation processing, office management, and marketing and communications. Responsibilities include processing donations, maintaining donor records in CRM software (Salesforce), issuing tax receipts, coordinating administrative and financial functions (Accounts Payables/Receivables), and supporting website updates, digital campaigns, fundraising events, and donor communications. The role will collaborate with colleagues across Canada and internationally to support efficient operations and the organization's mission.

Donations Processing

• Retrieve, deposit and reconcile donations from multiple donation sources (i.e. cheques, cash, wires, stock transfers, credit card payment processors)
• Maintain donor records in Salesforce and other relevant systems
• Ensure accuracy and quality of all donor and donation records
• Implement improvements to donations processing systems and procedures
• Support overall fundraising objectives by creating reports and providing data insights
• Support finance functions with reconciliation of donation receipts and revenue tracking
• Work alongside bookkeeper and accountant, adhering to CRA compliance
• Oversee donor acknowledgment, including preparing and generating thank you letters, certificates of acknowledgment/stewardship initiatives, and charitable receipts
• Communicate with donors and fundraisers to support donation queries and issues

Office Management

• Coordinate with other departments across the international organization on donation reporting and tracking
• Coordinate communications and collect relevant receipts for company expenses
• Oversee incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
• Update internal reports of donations and expenses and deliver insights to accountant and bookkeeper
• Paying vendors twice a month and overseeing Account Payable functions
• Update Salesforce with donations, pledges, tagging products, and pulling reports
• Monitor inflow and outflow of all bank accounts + deposit cheques at the bank
• Maintain donor stewardship gifts and logistics
• Retrieve mail twice a week, and deposit cheques received
• Create and send out tax receipts and acknowledgment letters, including all donations
• Attend team meetings and take meeting minutes
• Create the monthly Executive Director’s Report
• Act as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
• Maintain office supplies and marketing collateral, and file important documents
• Other administrative, operational, and organizational duties as required to support the objectives

Marketing and Communications

• Coordinate website content updates as required, and create digital campaign landing pages (internal and peer to peer)
• Support the planning and organizing of events and fundraisers
• Manage the communications and delivery of tribute cards/ send on behalf of donors
• Prepare general correspondence, message points and support newsletter content development and distribution
• Maintain and update brochure content and donation-related pricing information
• Expand digital assets and footprint
• Support the growth of fundraising programs through the execution of digital marketing strategies
• Conduct research and create reports on various topics to support the team

Qualifications

• Strong digital skills, with proficiency in Microsoft Office (Excel, Word, Outlook) and experience using CRM systems and online platforms; comfortable learning new software and tools.
• Hands-on experience with Salesforce (or other similar CRM), including data entry, reporting, and maintaining data integrity
• Bachelor’s degree with work experience managing payment processing, donations processing, data entry, or similar
• Experience with the non-profit sector is an asset
• Genuine passion for United Hatzalah’s mission and the impact it makes in Israel
• Exceptional attention to detail, with a high degree of accuracy, organization, and follow-through

Salary Range: CAD $55,000–$65,000 annually, dependent on qualification and experience

Please send your resume and cover letter to Canada@israelrescue.org