Volunteer & Office Coordinator

About the job
Permanent Full-Time – Paid Position

The Dream Factory is seeking a Volunteer & Office Coordinator to support and coordinate our volunteer program and serve as the primary administrative and reception point for our organization.

This role plays an important part in ensuring volunteers feel welcomed and prepared, while also supporting smooth day-to-day office operations and creating a warm, organized environment for families, visitors, and staff.

Approximately 55–60% of this role focuses on volunteer coordination, with 40–45% dedicated to office administration and space coordination.

This is a full-time position (37.5 hours per week), primarily Monday to Friday, with occasional evening or weekend availability required to support events or volunteer activities.

RESPONSIBILITIES & EXPECTATIONS

Volunteer Coordination

Support the recruitment and onboarding of volunteers for events, family programming, special projects, and ongoing office support.
Coordinate volunteer intake conversations, application processing, and reference checks as required.
Support the coordination and tracking of Criminal Record Checks and Child Abuse Registry checks.
Ensure volunteers complete required orientation, safety, and policy training.
Assist with building and maintaining volunteer schedules for office support, events, and special projects.
Communicate clearly with volunteers to confirm schedules, expectations, and day-of needs.
Work closely with the staff team to identify opportunities for volunteer support across departments and help facilitate appropriate volunteer involvement.
Maintain accurate volunteer records in the CRM, including contact information, roles, training status, and hours tracking.
Support volunteer recognition efforts, including thank-you communications and small appreciation initiatives.
Flag volunteer challenges or concerns to leadership and support follow-up conversations as needed.
Office Administration & Space Coordination

Serve as the organization’s general administrative and reception lead, including opening and distributing mail, coordinating couriers, answering phones, monitoring the front door, and acting as the first point of contact for visitors.
Help ensure the office and family-facing spaces are welcoming, accessible, and ready for daily use.
Coordinate office readiness tasks with scheduled volunteers (tidying, stocking, organizing).
Provide warm reception to families, volunteers, donors, and guests.
Answer and triage incoming phone calls and manage the administrative inbox.
Support Zoom Phone basics (voicemail boxes, extensions, call routing).
Coordinate with the landlord and service providers regarding cleaning schedules, maintenance, repairs, and building access.
Assist with office supply tracking and inventory coordination.
Support event logistics, including coordinating volunteer assistance for setup and takedown and helping maintain event supply systems and checklists.
Support basic office safety processes and shared organization systems.
Occasional evening or weekend availability is required to support events or volunteer activities.
SKILLS & BACKGROUND REQUIRED

Experience in customer service, office administration, volunteer coordination, community engagement, or a related role.
Strong interpersonal and communication skills with a friendly, professional approach.
Good organizational skills and attention to detail.
Comfort leading volunteers and supporting scheduling and coordination.
Ability to work collaboratively with a small team and take direction as needed.
Familiarity with databases or CRMs is an asset (training provided).
Experience using volunteer management platforms such as Better Impact / MyImpactPage is an asset.
Respect for confidentiality and values-based work.
The successful candidate will be required to complete a Criminal Record Check and Child Abuse Registry / Vulnerable Sector Check, consistent with working in a child-focused organization.

Salary Range: $45,000 – $50,000 per year with benefits package.

WHAT WE OFFER & HOW TO APPLY

The Dream Factory offers a competitive salary and benefits, a supportive work environment, and the opportunity to be part of a dedicated team that brings joy and hope to children and families.

The Dream Factory is an equal opportunity employer and is committed to providing accommodation throughout the recruitment process. Applicants requiring accommodation are encouraged to contact us.

Interested candidates are invited to submit their resume and a cover letter outlining their relevant experience and their approach to volunteer coordination and customer service in a not-for-profit setting.

Applications should be emailed to andrew@thedreamfactory.ca by Friday, January 23rd, 2026. Applications may be reviewed as they are received.

We appreciate all applicants for their interest in joining our team. Only candidates selected for an interview will be contacted.

Contact Information:

For inquiries or additional information, please contact:

Andrew Kussy

Executive Director

Email: andrew@thedreamfactory.ca

Phone: (204) 989-4010

For more information on The Dream Factory, please visit www.thedreamfactory.ca.

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Requirements added by the job poster

• Commute to this job’s location

• Accept a background check

• Working in an onsite setting