The Finance and Administration Coordinator manages core administrative, financial, and operational processes for WR Community Energy (WRCE). This role supports the Executive Director and collaborates with staff and external partners to ensure WRCE’s financial, governance, and operational processes run smoothly.
The ideal candidate is highly organized, extremely detail-oriented, comfortable working independently, and enthusiastic about maintaining strong administrative systems.
About WR Community Energy
WR Community Energy is a collaborative initiative of the Region of Waterloo, its urban municipalities, and local utilities. We work with partners to lead the implementation of Waterloo Region’s Community Energy Investment Strategy and steward the community’s energy transition. WRCE aims to improve and sustain Waterloo Region’s economic competitiveness and quality of life through the coordination of targeted energy investments.
Our work spans research, policy support, community energy planning, and community engagement. WRCE staff collaborate closely with our Advisory Council, Board of Directors, and multiple working groups to advance strategic projects and partnerships.
We are a small, mission-driven team that values clarity, strong systems, and supportive working relationships. If you are organized, detail-oriented, and excited to help maintain and strengthen the administrative backbone of a growing community energy organization, this role is for you.
Key Responsibilities
Financial Administration
- File monthly expenses, upload receipts, and maintain accurate expense records in shared files and QuickBooks
- File and pay invoices and bills; submit receivable invoices and track payments
- Monitor bank accounts, credit card and EFT payments, manage bank records
- Support financial record keeping and reporting for grants and project funding
- Prepare documents for annual financial review or audit, and manage auditor requests
- Prepare quarterly budget updates and retrieve actuals
- Support organizational and project budget creation
Administrative & Operational Support
- Maintain organizational systems and shared files
- Manage organizational software subscriptions and research new tools, as needed
- Meeting support: Schedule and coordinate working group and steering committee meetings, take meeting notes and track follow-up tasks, provide logistical support for in-person meetings
- Maintain office supplies and support functioning of office space
- Support HR tasks (pay changes, employment documents, hiring processes, contract administration)
- Support event planning and execution (invites, preparation, supplies, logistics, communications, follow-up)
- Book travel and prepare itineraries, if needed
- Other duties as required
Governance Support
- Coordinate scheduling for quarterly Advisory Council and Board meetings
- Support preparation of agendas, slides and meeting materials
- Manage logistics for in-person meetings
- Take minutes and track follow-up tasks
- Provide administrative support for other governance processes
Communications & Reporting
- Update and maintain the contact and image databases
- Coordinate with graphic designer on content publications
- Support staff with newsletter distribution
Qualifications
Required
- Minimum 1 year experience in administrative, bookkeeping, or operations support role
- Experience with financial administration, including expenses, invoices and reconciliation
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple tasks and maintain accurate records
- Strong written and verbal communication skills
- Proficiency with digital tools (Teams, Outlook, Excel, QuickBooks, shared drives)
Assets
- Experience supporting non-profit governance and boards
- Familiarity with non-profit operations and/or the environmental or energy sector
- Experience with event coordination or project coordination
Compensation Details
- Hourly rate: $32.00
- Hours: 10 hours/week
- Position type: Part-time, permanent
- Retirement savings: Employer matches RRSP contributions up to 10% of salary
- Vacation: 15 days of annual paid time off, pro-rated to weekly hours
- Sick leave: Paid sick leave accrual, pro-rated to weekly hours
How to Apply:
Please submit a resume and brief cover letter outlining your interest and relevant experience to:
Matthew Day - Executive Director, WR Community Energy
Email: [email protected]
Application deadline: September 8, 2026 at 5:00 pm Eastern Time
Pay: $32.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
- Paid time off
- RRSP match
- Work from home
Work Location: Hybrid remote in Waterloo, ON N2J 4P9
