Administrative Office Coordinator,
Winnipeg, MB, Part-time 

Are you a detail-oriented professional with exceptional organizational skills and a passion for supporting the agriculture industry? Join the Canadian Association of Agri-Retailers (CAAR) as our Administrative Office Coordinator in Winnipeg, MB, and play a pivotal role in uniting, educating, and advocating for the agri-retail sector. 

The Canadian Association of Agri-Retailers (CAAR) is looking for a motivated individual to join our small team part-time, up to 20 hours per week, as Administrative Office Coordinator located on-site in our downtown Winnipeg office.  

About Us 

CAAR’s values can be summarized in three words: unite, educate and advocate. As the only national agri-retail association in Canada, we are a member driven industry association that unites the agriculture retail voice. CAAR advocates to protect our members’ rights and interests and produces programs and services for our ag retail members. CAAR’s members actively support Canadian growers in sourcing crop inputs and providing key advice in producing the highest quality crops by nourishing the soil, protecting crop production, enhancing farm productivity, leading to a healthy and safe food supply and responsible agriculture practices.  We are a proud, active supporter of the agriculture industry. 

We work in an interdisciplinary team fashion, with many cross-overs and collaborations in our daily tasks. The ideal candidate will have stellar interpersonal and customer service skills, a basic understanding of accounting principles and procedures, and the creative drive to take on new challenges. 

The Role 

Reporting to the Executive Director, the Administrative Office Coordinator has responsibilities for the office organization, supply management, database maintenance, bookkeeping support including the organization’s payables, receivables and reconciliations. This position handles efficiencies and professionalism of the office operations and provides a key support function to the executive director. 

Essential Job Functions 

Administrative 

  • Be the first point of contact for visitors and general phone calls, providing professional, friendly, and timely customer service to CAAR members, service providers, board members, and staff. 
  • Provide support to Executive Director in scheduling meetings, coordinating calendar, handling event registrations, travel arrangements and organization of files and documents. 
  • Assist with Board Meeting planning and logistics including board member travel arrangements. 
  • Support the maintenance of membership and communication databases including: 
    • Maintaining updated contact information; 
    • Ensuring consistent formatting; 
    • Creation of lists for distribution of communications and other events/functions; 
    • Coordinate the needs of the office, including relationships with the building manager, service providers, IT support, and suppliers. 

Accounting 

  • Invoicing (using Intuit QuickBooks Online), bank deposits, online and offline payments, record-keeping, collections, database management in QuickBooks to ensure contacts are up to date 
  • Assist with client inquiries and identify and address account discrepancies. 
  • Assist with preparation of training invoices and support the reconciliation of training invoices and receipts. 
  • Assist with preparation of membership invoices and payments through Stripe and PayPal, CAAR convention invoices (annually), and deposit slips. 
  • Review monthly third-party advertising revenue. 
  • Assist with completion of expense reports, organization and filing of receipts 

Membership 

  • Assist with member onboarding and cancellation procedures 
  • Preparing and mailing new member packages 
  • Back up for operation of Member365 program 

Event Coordination 

  • In collaboration with the Event Manager, provide support for annual convention and other CAAR events, including: 
    • Support with in-office and on-site registration. 
    • Booking travel for special guests, such as speakers, trainers, award winners, or committees as necessary. 
    • Coordinate travel and accommodation bookings for CAAR staff, board members, and others as required 

CAAR Perk$ Program 

  • Inventory management. 
  • Act as a backup in the completion of orders 

 Other Skills and Abilities 

  • Excellent time management and interpersonal skills 
  • Superb written and verbal communication skills 
  • knowledge of accounting principles and procedures 
  • Proficient in the use of Microsoft Office programs (Word, Outlook, Excel, PowerPoint, Teams, Sharepoint, Miro) 
  • Excellent organizational skills 
  • Ability to prioritize
  • Strong ability to problem-solve
  • Ability to work in a team-oriented environment  
Please forward your resume and cover letter to CAAR’s Executive Director:  myrna@caar.org

CAAR is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic outlined by federal or local laws.  

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. CAAR makes hiring decisions based solely on qualifications, merit, and business needs at the time. 

 

 

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