Operations Coordinator
Intelligent Futures (IF) is looking for a part-time Operations Coordinator to be the operational backbone of the firm. You’ll keep the team supported day-to-day, the books straight, proposals moving, and our public presence current.
We’re a Certified B Corporation, we work a four-day week, and AI is part of how we work. To get a fuller picture of how we operate and what we care about, read our culture deck.
The Role
This dynamic role is designed for a detail-oriented generalist who thrives on variety. You will successfully balance time-sensitive proposal deadlines with consistent, daily tasks like bookkeeping and administrative support. In this position, maintaining a high standard of quality across all responsibilities is essential.
The role is 20 hours per week, typically about five hours a day across our four-day week. The specific hours you work may shift from week to week. In a busy proposal week, proposal work will take more of your time and other tasks will flex around it.
This is a primarily in-office position in Calgary.
Key Responsibilities
General Team Support (approximately 35% of your time)
Run front-of-house: greet visitors and coordinate supplies and vendors
Provide calendar, scheduling, and communication support across the leadership team
Handle logistics for meetings and events with the team and clients, both in-house and offsite
Support onboarding for new IF hires
Transcribe engagement feedback
Take on other requests that come across your desk to help the team deliver great, impactful work
Bookkeeping (approximately 30% of your time)
Manage day-to-day bookkeeping in QuickBooks Online: invoicing, accounts payable and receivable, expense tracking, and payments
Reconcile accounts and prepare basic financial reports for leadership review
Process payroll and track project costing inputs
Work with the responsible Principal and our external accountant on month-end and year-end
Proposal Development (approximately 25% of your time)
Coordinate proposal timelines from start to finish, and assemble complete submission packages that meet every RFP requirement
Format and lay out proposals using IF’s branded templates and Proposal Content Library, keeping them clean and ready to submit
Track upcoming RFP opportunities and submission deadlines, maintain the proposal calendar, and flag conflicts to leadership early
Support content drafting (boilerplate sections, team bios, case studies), without being expected to lead it
Social Media & Marketing (approximately 10% of your time)
Plan and schedule content across IF’s social channels
Draft and format newsletters and other posts, working from IF’s voice and templates
Track basic engagement metrics and report on what’s working
Support marketing collateral for business development, and keep the CRM clean and current
What You Bring
Confident running day-to-day bookkeeping independently in QuickBooks Online. You can step into our books right away, using our processes.
Organized under pressure: able to run deadline-driven work and steady recurring work at the same time without letting either slip.
Experience coordinating work against detailed requirements and deadlines. Experience with proposals, tenders, or submissions is an asset.
Strong writing and formatting skills, with the ability to work inside a template and keep it clean.
Working knowledge of social media platforms and basic design and scheduling tools.
Discreet and trustworthy with all corporate and personal information.
Able to work independently as the go-to person, without needing constant direction.
Comfortable using AI tools to improve productivity and the team experience, and open to building them into how you work. You don’t need to be an expert, but this is part of how IF operates.
What We Offer
At IF, how we work matters as much as what we deliver. As a Certified B Corp, we’re part of a global community of businesses held to high standards of social and environmental performance, accountability, and transparency. That commitment shapes our client work and how we look after our team. You’ll join a small, collaborative group that believes good work comes from people who feel supported, trusted, and well.
Meaningful work: Help keep the engine running at a firm that helps communities plan for better futures.
Competitive pay: $40,000 per year for 20 hours per week.
Flexibility: A part-time schedule that can fit around the rest of your life.
Location: Our office is in the Kensington neighbourhood of Calgary, Alberta. The role is primarily in-office, with flexible scheduling and some hybrid opportunities. The ideal candidate lives in the Calgary area or is willing to relocate.
Wellbeing: A health and wellness spending account to use on what matters to you, and a membership to the Eau Claire Athletic Club.
Key Dates
Deadline to apply: Friday, November 20, 2026 at 11:59pm, Alberta Time (ABT)
Target start date: Early January, 2027
IF is committed to building a team that reflects the communities we serve. We welcome applications from people of all backgrounds, identities, and abilities.