Coordinator, Membership

Prospectors and Developers Association of Canada (PDAC)

Coordinator, Membership

One Year, Fixed Term Contract Position

Hiring Range: $56,000 – $68,000 on an annual basis (one-year fixed-term contract) Placement within this range is based on relevant experience and internal equity.

Position Context: This posting is for a current vacancy.

Working Arrangement: Hybrid, attendance at the office required 1–2 days per week, plus in-person meetings and on-site attendance for required events.

Position Overview

Serving as a critical link between the organization and its members, the Membership Coordinator supports PDAC’s membership operations by providing day-to-day administrative and database support, coordinating membership communications, and ensuring the accurate and efficient delivery of membership processes.

Reporting to the Manager of Membership Outreach and Engagement, the incumbent maintains membership records, processes applications and renewals, prepares and formats member communications and newsletters, and provides administrative and technical support for membership programs and activities. The role requires strong organizational skills, attention to detail, and proficiency with digital tools and systems.

Key Responsibilities

Member Support and Administration:

• Serve as the primary contact for membership inquiries by phone and email, providing timely, professional service.
• Administer membership applications, renewals, reminder communications, and recognition programs, while maintaining accurate database records.
• Coordinate routine membership administration, including updating records, processing information, preparing correspondence, and maintaining organized documentation.
• Support the planning and delivery of membership-related activities for the PDAC Convention and other member events.
• Coordinate with external suppliers and partners on membership materials, event support, and related projects.

Project and Database Management:

• Use project management tools such as Asana to track tasks, deadlines, and team responsibilities.
• Test online membership forms, conduct audits of membership categories, and support database maintenance to ensure accuracy and functionality.
• Work with IT and internal teams on data clean-up, record consolidation, duplicate removal, and workflow improvements.
• Prepare and review regular reports, including donation reports, reconciliations, membership comparisons, trend analyses, and other internal reporting.
• Maintain organized electronic records, tracking documents, and administrative processes to support accurate reporting and efficient membership operations.

Membership Communications:

• Prepare, format, and distribute membership communications, including newsletters, renewal notices, email campaigns, and other member correspondence.
• Use digital design and communication tools to create and update professional, visually consistent newsletters, templates, and membership materials, in keeping with established branding and guidelines.
• Draft, edit, and proofread routine written communications, ensuring accuracy, clarity, and consistency.
• Maintain and update membership-related website content to ensure information is accurate, current, and accessible.
• Coordinate the scheduling and distribution of membership communications using relevant digital platforms and tools.

Other Duties: Undertake additional responsibilities as required, aligned with PDAC’s strategic priorities.

Qualifications Required

• Post-secondary diploma/degree in business administration, office administration, communications, event management, marketing or a related field, or equivalent job-related experience.
• Minimum of 2–3 years of recent, relevant experience in administrative roles, with a focus on customer service and membership/database management.
• Experience in event planning and coordination is an asset.
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook, including document preparation, formatting, and spreadsheet management.
• Experience using digital design, email marketing, or publishing tools (such as Canva, Adobe Express, Mailchimp, or similar platforms) to prepare newsletters, email communications, and other professional materials.
• Familiarity with association management systems, membership databases, and content management systems such as Craft CMS is an asset.
• Experience with project management tools, such as Asana, is beneficial.
• Strong written and verbal communication skills, including the ability to draft, edit, format, and proofread professional correspondence and member communications.
• Exceptional customer service skills with a demonstrated ability to handle difficult situations with tact, diplomacy, and professionalism.
• Demonstrated organizational and time management skills with the ability to handle multiple concurrent tasks in a deadline-driven environment.
• Proven analytical and critical thinking skills to identify and resolve workflow inefficiencies.
• Comfort working with digital systems, maintaining accurate records, and learning new software applications.
• Ability to work independently and collaboratively within a team environment.
• Work with integrity; able to maintain confidentiality in handling sensitive information.
• Superior attention to detail and a commitment to accuracy.

Additional Information

The successful candidate will be working in a hybrid work model, with the requirement to attend the PDAC office 1–2 days per week, as well as work on-site during our in-person Convention. The PDAC office is located at 170 University Avenue, Suite 800, Toronto, Ontario.

Applicants are requested to submit a cover letter and resume to hiring@pdac.ca.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

PDAC does not use automated decision-making or artificial intelligence tools to screen or assess candidates for this role. Applicants must be legally authorized to work in Canada for the entire duration of the contract. PDAC is committed to fair and inclusive hiring practices and will provide accommodations, upon request, to support participation in all stages of the recruitment process.