Administrative Coordinator

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world‑wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship.

As a faith‑ and values‑based organization, we hire and serve people of all backgrounds and walks of life—there is a place for everyone to belong here.

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

The Administrative Coordinator (Payroll & Operations) provides confidential, accurate, and timely financial, payroll, donation tracking, expense reimbursement, and administrative support to HHB Housing & Support Services. The role supports the Business Manager and operational leaders by maintaining accurate financial records, preparing and processing payroll/timekeeping information, supporting invoice and purchasing workflows, tracking donations and deposits, monitoring expense documentation, and maintaining related control logs.

The position also provides back‑up administrative coverage to other team members on the Business team as required.

• Liaise with vendors, managers, and internal contacts to resolve routine invoice, payment, purchase order, coding, or supporting documentation issues.
• Prepare, review, route, and track invoices for approval and payment in accordance with established processes, authorization requirements, and deadlines.
• Assist with purchasing activities, requisitions, quotes, supply orders, and documentation required for divisional or territorial approvals.
• Run, review, and maintain monthly general ledger, cost center, or financial tracking reports as assigned, escalating unusual transactions, variances, or missing information to the Business Manager.
• Support monthly Visa reconciliation processes, including review for completeness, ensuring appropriate approvals have occurred, receipts, and timely submission.
• Travel to various sites at least once a month to pick up transitional housing funds and documents.
• Process internal charges, transfers, journal entry support, and inter‑ministry unit charges as directed.
• Maintain organized financial files, audit support documentation, approvals, receipts, vendor records, and transaction logs in accordance with policy and confidentiality requirements.

Utilize information from employee timesheets, schedules, and attendance records to input or support payroll/timekeeping information accurately and within established timelines. Review payroll registers and timekeeping reports and notify the appropriate payroll contact or supervisor of discrepancies requiring correction. Provide routine payroll/timekeeping administrative support to managers and employees by clarifying process steps, required documentation, deadlines, and escalation pathways. Maintain payroll‑related documents and records with strict confidentiality and in accordance with organizational, privacy, and record‑keeping requirements.

Process receipts for donations and prepare deposit summaries for submission to the appropriate finance contact. Maintain accurate donation tracking records, deposit logs, backup documentation, and reconciliation support for cash, cheque, electronic, and in‑kind donation activity as assigned. Maintain control logs for gift cards, including issuance, use, balances, and monthly journal entry information for new or used cards as applicable. Maintain petty cash records, supporting receipts, replenishment documentation, and control logs monthly in accordance with established procedures.

Complete information requests and documentation related to T3010 or other donation, charitable receipting, or financial…