Operations Coordinator

Operations Coordinator – Planet Watch

About Planet Watch Planet Watch is a volunteer‑driven nonprofit that makes climate science and sustainability accessible through storytelling, education, and youth engagement. We help communities understand climate issues through clear, hopeful, and credible communication.

Role Overview

The Operations Coordinator keeps Planet Watch running smoothly by managing internal systems, documentation, and digital tools. This role supports the Executive Director and Deputy Director, ensures organizational compliance, and helps teams stay aligned and effective

A key responsibility is serving as custodian of Planet Watch’s legal and organizational documents, including incorporation records, grant agreements, policies, and contracts. The Coordinator ensures these materials are securely stored, current, and accessible to leadership.

Key Responsibilities

Operations & Coordination

• Maintain day‑to‑day operational processes across programs, communications, partnerships, and volunteer teams.
• Support scheduling, internal communication, and cross‑team coordination.
• Track deadlines, deliverables, and follow‑ups to keep projects on schedule.

Document & Compliance Management

• Manage and safeguard all legal and organizational documents:
  • Incorporation and governance files
  • Grant agreements and reporting schedules
  • Policies, procedures, and internal manuals
  • Contracts, MOUs, and partnership documents
• Maintain organized, version‑controlled storage systems.
• Support compliance tasks such as annual filings and grant reporting.

Financial Support

• Assist leadership in developing and monitoring the annual operating budget, tracking actual expenses against projections.
• Process, and track invoices, receipts, and check requests in accounting software

Administrative Support

• Prepare meeting agendas, notes, and follow‑ups.
• Maintain organizational calendars, shared folders, and directories.
• Provide general administrative support to leadership.

Digital Tools & Product Knowledge

Able to use all Planet Watch digital tools

• Google Workspace (Drive, Docs, Sheets, Forms, Meet, Calendar)
• Microsoft Office (Word, Excel, PowerPoint)
• Administration tools (monday.com)
• Social Media (Instagram, LinkedIn)

Candidate Profile

You are organized, reliable, and detail‑oriented. You enjoy creating order, improving systems, and helping teams work efficiently. You’re comfortable with digital tools, committed to accuracy, and motivated by Planet Watch’s mission to empower youth and communities through climate storytelling and education.

Candidate Requirements

• This position is only open to residents of Canada
• A good command of the English language is required
• All positions in Planet Watch are voluntary.