Administrative Specialist
Job Summary
The Administrative Specialist role ensures the smooth daily operations of Free Play for Kids by managing logistics, coordinating communication, and handling key administrative tasks. This position plays a central role in reducing the administrative and logistical workload of Regional Managers and other staff, allowing them to focus on program delivery and community impact.
The Administrative Specialist is responsible for organizing bookings (transportation, facilities, etc.), maintaining files and data systems, coordinating communication across regions, supporting student & volunteer coordination, managing central inboxes and phone lines, and assisting with operational tasks that improve efficiency across the organization.
Education & Qualifications
Post-secondary education in business administration, office management, or a related field, or equivalent experience
Minimum 3-5 years of experience in administrative, operations, or coordination roles
Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail) and other administrative tools
Ability to manage multiple priorities and deadlines in a fast-paced environment
Strong organizational and time-management skills with attention to detail
Excellent written and verbal communication abilities
Collaborative mindset and commitment to Free Play for Kids’ mission of providing safe, accessible, and inclusive play opportunities
Key Responsibilities
Booking & Coordination: Manage transportation and facility bookings for all programs, ensuring schedules are accurate and up to date
File & Data Management: Ensure accurate and organized management of all digital and physical records, such as logistical documents, program logs, and administrative materials
Communication Support: Coordinate cross-organizational communications, ensuring timely information sharing between regional teams and the central office
Student & Volunteer Coordination: Support volunteer recruitment, onboarding, and scheduling in collaboration with respective Managers and directors
Support Line & Email: Monitor and respond to inquiries from the central support inbox and phone line, routing messages appropriately
Operational Support: Assist with procurement, supply tracking, and document preparation as needed
Other Duties: Take on additional administrative tasks to support Regional Managers, Sport Managers, the Director of Programs, and frontline staff, helping reduce workload and improve overall organizational efficiency
Skills & Knowledge
Strong organizational and time-management abilities
Excellent written and verbal communication skills
Ability to manage multiple priorities in a fast-paced environment
Detail-oriented and able to maintain accurate records
Collaborative mindset with a commitment to Free Play for Kids’ mission
Position Conditions
Full-time, 8 hours/day between 10:00 AM - 6:00 PM, Monday to Friday
Flexibility to work afternoons and evenings is preferred
Work performed primarily in a recreation centre environment; program sites may vary
Please send a cover letter and resume to jobs@freeplayforkids.com with the job title in the subject line of the email.
Free Play for Kids is an equal opportunity employer. Diversity and inclusion are values of Free Play for Kids. Free Play welcomes applications from qualified individuals from all backgrounds.
Free Play for Kids respectfully operates on Treaty 6 territory, a traditional gathering place for diverse Indigenous peoples, including the Cree, Blackfoot, Métis, Nakota Sioux, Iroquois, Dene, Ojibway/Saulteaux/Anishinaabe, Inuit, and many others whose histories, languages, and cultures continue to influence our community.
