Operations Coordinator

Operations Coordinator
Scale Collaborative

Location: Victoria, BC
Start Date: June 2026
Position Type: Full-time
Compensation: Annual salary of $60,000 to $70,000, based on qualifications and experience
Application Deadline: May 15th, 2026 

Scale Collaborative is a dynamic, growing organization that supports Canada’s social impact ecosystem through capacity-building training and coaching, consulting, and access to financing to support organizational growth. We work across three companies and an associated charity, with over $3 million in revenue and a team of more than 20 employees.

We are seeking an Operations Coordinator to support our Finance and Operations Manager in delivering the diverse HR, administrative, and financial functions that keep our growing organization running. This is a generalist role with broad scope and real responsibility. It is an excellent opportunity for someone who enjoys variety, values precision, and wants to contribute to meaningful social impact work.

What You Will Do

• Administer the full employee lifecycle through our Collage HR platform, including recruitment coordination, and onboarding and offboarding workflows.
• Manage employee benefits administration — enrollment, changes, invoice verification, and serving as the first point of contact for staff inquiries.
• Process bi-weekly payroll through QuickBooks, and prepare T4s, ROEs, and government remittance documentation for manager review.
• Prepare and track contractor agreements and amendments, coordinate execution through DocuSign, and issue annual T4As.
• Administer IT systems including Google Workspace, maintain software license and physical asset inventories, and coordinate system access across the organization.
• Perform bookkeeping support and month-end reconciliations across all entities in QuickBooks Online.
• Maintain and improve records management practices across Google Drive, ensuring consistent organization and appropriate access.

Who You Are
You are a detail-oriented and organized administrator who thrives in a generalist role. You take pride in keeping systems accurate and processes running smoothly. You’re comfortable handling a wide range of tasks and have:

• Experience in an administrative, operations, or HR coordinator role, ideally in a small or multi-entity organization.
• Familiarity with QuickBooks Online and/or payroll processing is a strong asset.
• Comfortable working with HR and workforce management platforms (experience with Collage is an asset).
• Strong organizational skills with a high degree of accuracy and attention to detail.
• Able to handle confidential information with discretion and professionalism 

Why Join Us?

• Be part of a mission-driven team creating social impact.
• Access to extended health and dental benefits.
• Enjoy three weeks of holidays and an additional paid holiday during the year-end shutdown.
• Benefit from a flexible work environment and professional development opportunities.
• Join a collaborative co-working community with perks like discounts, coffee, and Salad Bar Wednesdays.

Commitment to Diversity
At Scale Collaborative, we believe diversity strengthens our work and amplifies our impact. We are committed to fostering a workplace where everyone feels respected, valued, and supported in contributing their unique perspectives and talents. We welcome candidates from all backgrounds and experiences to join us in advancing meaningful social impact.

OUTCOMES

The Operations Coordinator is a member of the Administration team and supports the Finance and Operations Manager in the delivery of the diverse HR, administrative, and financial functions required to support the dynamic and growing Scale Enterprises, its two subsidiaries, and an associated charity. This is a generalist role spanning the full employee lifecycle, benefits administration, payroll, contract and insurance tracking, IT asset administration, bookkeeping support and reconciliations, and records management, with accounts payable and receivable managed separately.

RESPONSIBILITIES

Hiring, Onboarding, and Offboarding

• Administer the Collage platform, including maintaining accurate employee records, coordinating system access, and ensuring data integrity throughout the employment lifecycle.
• Coordinate the recruitment process through Collage and Indeed, including posting job listings, managing candidate communications, and scheduling interviews.
• Prepare and issue employment agreements through Collage in accordance with established templates.
• Serve as the single point of coordination for system access provisioning and deprovisioning, identifying technology requirements for each role and implementing and tracking access decisions throughout the employment lifecycle.
• Maintain and coordinate onboarding and offboarding task workflows in Collage, ensuring tasks are assigned to the correct team members and completed on schedule.
• Coordinate offboarding processes, including final pay, collecting equipment, and completing Records of Employment through QuickBooks and ROE Web.
• Ensure all hiring and separation activities comply with applicable employment legislation and organizational policies.

 Benefits Administration

• Administer employee benefit programs through the benefit provider's portal, including enrollment, changes, and terminations.
• Serve as the first point of contact for employee benefit inquiries, liaising with the benefit provider as needed and escalating to the Manager where required.
• Verify benefit invoice amounts against current payroll records, flagging discrepancies to the Manager, and ensuring deductions accurately reflect any changes in salary, hours, new hires, or departures.
• Maintain up-to-date records of employee benefit elections and plan documentation.
• Support the Manager with the annual benefits plan renewal process as required.

Payroll and Remittances

• Administer bi-weekly payroll through QuickBooks, drawing on time and attendance data from Collage, and submit to the Manager for approval prior to processing.
• Prepare and issue T4s, ROEs, and other payroll-related year-end filings through QuickBooks, uploading to CRA and ROE Web as required.
• Prepare government remittance calculations and supporting documentation (payroll source deductions, GST/HST) for review by the Manager and submission by the appropriate signing officers.

Contract and Insurance Administration

• Prepare contractor agreements and amendments from established templates based on direction from the authorized manager, and coordinate execution through DocuSign.
• Maintain centralized contract tracking records, including key dates, renewal schedules, and compliance status.
• Coordinate contract renewals, flagging upcoming dates to the authorized manager and preparing documentation as directed.
• Issue T4As to eligible contractors annually through QuickBooks, uploading to CRA as required.
• Support the Manager with insurance policy administration, including maintaining organized policy documentation and coordinating renewals as required.
• Support the Manager in the establishment and ongoing maintenance of the risk management register.

IT and Systems Administration

• Maintain accurate and up-to-date records of system access across all staff, ensuring provisioning and deprovisioning decisions are implemented and documented in a timely manner.
• Support the Manager in establishing and maintaining a comprehensive IT asset and software license inventory, including renewal dates, assigned users, and costs.
• Administer Google Workspace and other platforms as assigned, including user management and access controls.
• Monitor software license utilization and flag underused, redundant, or upcoming renewals to the Manager for review.
• Liaise with the internal IT resource on technical matters, escalating to the Manager where vendor engagement or capital decisions are required

Bookkeeping and Reconciliations

• Maintain accurate and up-to-date transaction records across all entities in QuickBooks Online, supporting the planned migration from Xero as required.
• Flag transactions requiring journal entries or other adjustments to the Manager.
• Prepare month-end supporting schedules and reconciliations for review and approval by the Manager.
• Perform bank and credit card reconciliations for all entities in QuickBooks Online, submitting to the Manager for review.
• Support year-end preparation, including coordinating documentation, scheduling, and responses to external accountant queries.

Records and Document Management

• Support the Finance and Operations Manager in the research, development, and implementation of records management standards, naming conventions, and retention schedules for administrative records across all entities.
• Maintain and apply established standards within Google Drive, ensuring administrative records are accurate, consistently organized, and appropriately accessible.
• Administer access to sensitive and confidential records in Google Drive at the direction of the Manager, coordinating with the internal IT resource as required.
• Prepare records management documentation and provide training to new and existing staff on established standards and practices.
• Identify and escalate records management gaps and inconsistencies to the Manager.
• Support the digitization of historical physical records as capacity allows. 

Decision Boundaries

This role may act independently on:

• Bank and credit card reconciliations.
• Payroll processing or CRA submissions.
• Document filing and records organization.
• Routine data entry and system updates in Collage and QuickBooks.
• Preparation of employment and contractor agreements from approved templates.
• Scheduling and calendar coordination.
• Software license monitoring and reporting.

This role does not independently manage:

• Hiring, onboarding, or offboarding activities.
• GST/HST remittance calculations and submissions.
• Insurance renewals or policy changes.
• Vendor or contractor engagements outside established relationships.
• Changes to records management standards or system access permissions.

Working Relationships

Finance and Operations Manager

• Receives direction from and submits work to this role for review and approval.

AP/AR Coordinator

• Coordinates on bookkeeping, reconciliations, and invoice and payment workflows.

Bank Representatives

• Serves as day-to-day operational contact for banking matters.

Directors

• Engages as needed for activities requiring their input or sign-off, such as deferred revenue recognition.

Staff Across the Organization

• Coordinates on items outlined in the job description.