Administrative Coordinator

Administrative Coordinator - BCThe ISL Squamish office is looking for an Administrative Coordinator to serve as the first point of contact for guests, partners and employees, while supporting a collaborative team in a fast‑paced environment.A Little About UsWe are engineers, technologists, planners, landscape architects, scientists and support teams working together to deliver infrastructure while minimizing environmental impact and maximizing community benefits. We work hard and play hard because that is what #ISLLIFE is all about.About Our TeamISL’s Administrative Team’s mission is to be a supportive and respected leader in administrative services, providing outstanding service by delivering tasks efficiently, maintaining high quality and professionalism, and fostering trust and respect across provinces.A Little More About The RoleThis role is responsible for a broad range of activities, including front desk operations, facilities maintenance, scheduling, project support, document management and process improvement.Front Desk and Guest ServicesGreet and direct office guests; manage incoming and outgoing calls professionally.Coordinate couriers and transmittals, including packaging, shipping and tracking.Manage fleet vehicles—safety inspections, tracking updates, maintenance and unit reporting.Offices and Facilities ManagementMaintain daily office operations: plant care, dishwasher duties, organization, general maintenance coordination and janitorial service.Coordinate printer/plotter service and maintenance.Order and maintain office supplies, seasonal and promotional items, and library materials.Conduct office safety inspections; maintain first aid and fire safety supplies; track certificates and safety documentation.Scheduling and CoordinationSupport and track course and event registrations for staff.Organize meetings and manage boardroom calendars; prepare rooms and meet participant needs (A/V, food, beverages, cleanup).Coordinate hotel workstations, workspace accommodations and parking for staff and visitors.Organize and support staff meetings—agenda preparation and minute‑taking.Plan and support office and corporate events—both in‑person and virtual.Arrange staff travel—account maintenance, research, booking and documentation.Project SupportPrepare sub‑consultant agreements; coordinate execution via DocuSign.Format, compile and distribute tender documents; send to prequalified contractors; download posted bids.Create tender summary templates and recommendation letters; input bids and compile submission packages.Provide insurance certificates and WCB clearance letters as needed.Set up construction contract documents and coordinate execution.Prepare progress payment templates; compile progress payment packages for submission.Document and Records ManagementImplement and ensure compliance with document control processes, naming conventions and filing structures across all offices.Train administrative staff on proper information management practices.File corporate documents, conduct folder audits and assist with archiving.Cross‑reference, update, assemble, convert, photocopy, print, scan and bind documents as required.Apply addenda to contract documents.Format and compile submissions—memoranda, minutes, reports, proposals.HR & People SupportSupport onboarding activities, including workstation setup and office orientations.Coordinate departure checklists and farewell lunches.Process Improvement and ImplementationContribute to development and implementation of office and corporate processes.Build relationships with administrative professionals across ISL for consistency and knowledge sharing.Identify opportunities to streamline workflows and leverage new tools and technologies.A Little About YouSelf‑starter who takes initiative and seeks opportunities to provide support.Highly organized and detail‑orientated.Enjoys multitasking in busy, deadline‑driven environments.Works with minimal supervision.Collaborative and team‑oriented.Proactive in service delivery and anticipates problems.Your Cover Letter Should DemonstrateMotivations for a career in administration and the path that led to applying for this position.Your Application Should IncludeProven experience in a fast‑paced administrative support role.Strong experience managing meetings, calendar bookings and logistical arrangements.Experience juggling multiple priorities while keeping clients satisfied.Experience taking initiative to improve processes and customer service.Excellent written and verbal communication skills.Attention to detail and accuracy.Ability to handle multiple tasks and prioritize effectively.Valid driver’s license.Willingness to travel occasionally to other offices in BC.Proficiency in Microsoft Office Suite.BonusFirst Aid Certification.Experience in process improvement.What ISL OffersWe value your contributions and want your personal success intertwined with professional success. Our wellness philosophy encompasses the four pillars of physical, mental, financial and spiritual well‑being, reflected in a comprehensive benefits package that maximizes your career and lifestyle.Salary Range$65,000 - $75,000 (based on a 40‑hour work week).BenefitsExcellent mentorship.Flexible working hours.Hybrid work model.Employer‑paid benefits—health, dental and extensive paramedical services.Healthcare Spending and Lifestyle Option Accounts.Group RRSP.Annual bonus incentives.Paid professional development opportunities and memberships.Parental leave top‑ups.24/7/365 Employee & Family Assistance Program.Seniority LevelEntry levelEmployment TypeFull‑timeJob FunctionAdministrativeIndustriesCivil Engineering #J-18808-Ljbffr