Coordinator, Donor Services

Finance & Administration WWF-Canada Head Office - Toronto
Posted 3 weeks ago


The Coordinator, Donor Services will support the Donor Services team. The Coordinator is responsible for managing donations received by mail, which includes organizing cheques and back ups, scanning relevant documents,  conducting verifications, and importing donation information into relevant databases in a timely manner.


This Coordinator will process small value wire transfer donations, produce reports and tax receipts while ensuring compliance with organizational policies and applicable external regulations and guidelines. This position is also responsible for producing welcome letters and packages for new online donors, processing rejected cheques, refunds, etc., making appropriate adjustments in databases, and providing relevant reports to the Finance team.


Key Responsibilities

Monthly Giving Donation Program

  • Process new and recurring donations received through mail and phone by scanning documents as necessary and updating databases with relevant information.
  • Process donation upgrades, account changes, and cancellations received through mail and phone.
  • Update monthly catch-up donations through mail and phone.
  • Create and mail welcome letter for donors acquired online.

Donation Processing

  • Mail donations
    • Compile donations received by mail into batches to be scanned and imported into various databases.
    • Reconcile cheques received by mail against scanned documents and various reports by verifying donor information, cheque number, etc.
  • Tax receipts and Acknowledgement
    • Generate and review tax receipts.
    • As requested by donors print and mail tax receipts.
    • Create and print various standard and custom acknowledgement and thank you letters for donors.
    • Update donor contact information in Raisers’ Edge donor database.
    • Produce duplicate tax receipts upon request by donors.
    • Maintain high level of donor satisfaction and/or retention.
  • Wire Transfers
    • Process donations received through other organization’s website into Raisers’ Edge.
    • Generate detailed reports and summaries for Finance.
  • Event Donations
    • Enter cash donations received from fundraising events into Luminate and other relevant event-based databases.
    • Produce detailed event donation reports and summaries for various teams, while reconciling against cash on hand.

Mail Processing

  • Incoming Mail
    • Help open and sort incoming mail daily.
    • Clean-up data in Raisers’ Edge based on mail, including updating addresses.
  • Outgoing Mail
    • Organize outgoing mail into envelopes using the folding and sorting machine.
    • Prepare envelopes using the in-house Canada Post stamp machine.
    • Deliver outgoing mail to post office as needed.
  • Administrative Tasks
    • Refunds (November to January high volume): Adjust donation amounts in databases, void tax receipts, and provide a donation adjustment report to Finance.
    • Non-Sufficient Funds (NSFs): Adjust donation amounts in databases, provide an NSF report to Finance, and immediately send a letter to the donor to advise of the insufficient funds in their account.
    • Invoices: Review and submit departmental invoices to Finance in a timely manner.



  • 2+ years of related experience working in a data-entry/office environment; preference for individuals that have experience with processing charitable donations.
  • High level of attention to detail.
  • Passion for donor service and customer service.
  • Ability to maintain confidentiality and handle delicate situations.
  • Highly proficient with Microsoft Office suite of products, including Word, Excel, and Outlook.
  • Above average interpersonal skills, with the ability to work well within a team environment.
  • Familiarity with Canada Revenue Agency receipting guidelines an asset.
  • Proficiency using any CRM; experience with Raisers’ Edge an asset.
  • Familiar with Luminate Online an asset.


Other Information

    • This is a full-time permanent position based out of Toronto, Ontario.
    • Due to the nature of the role and access needed to mail and relevant equipment, the individual will be required to work in-office.

Deadline to Apply

You can submit your cover letter and resume by clicking the “APPLY” button.
Please ensure that you application is received on or before May 11, 2022, 5 pm EST.


Commitment to Diversity and Accessibility

WWF-Canada is an equal opportunity employer. We welcome diversity in the workplace and encourage applications from all qualified candidates including women, members of visible minorities, persons with disabilities, and aboriginal peoples.

WWF-Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, please advise the Human Resources Representative in a timely fashion of any accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.


We thank all applicants for their interest in joining WWF-Canada. Given the volume of applications received, we request that you do not follow up your application with a phone call or email. We will contact only those candidates selected for interviews and thank you for your understanding.