Operations & Administration Coordinator

Job Description

The Web Advisors is a high-performance marketing agency seeking a full-time Operations & Administration Coordinator to join our fast-paced team in Victoria, BC. You will play a vital role in ensuring smooth operations while supporting our organization in delivering exceptional client results. This opportunity is for you if you're organized, proactive, and thrive in a collaborative environment

Responsibilities

Your role will be varied and will include, but not be limited to:

Administrative Support & Coordination

• Perform office duties, including correspondence, scheduling, and document management.
• Coordinate meetings and manage calendars for the team, take minutes and ensure timely follow-up.
• Manage confidential information with discretion and professionalism.
• Prepare and edit documents, including agendas, briefs, reports, and presentations.
• Ensure accurate travel coordination, expense tracking and appropriate financial responsibilities.
• Maintain organized systems of records and assets.

Operations Coordination

• Assist in the administration and delivery of client and internal projects.
• Collaborate with team members to support priorities and deadlines.
• Act as a point of contact for leadership and customer inquiries, filtering inquiries and delegating follow-ups as appropriate.
• Maintain task visibility and data accuracy across project management and CRM systems, including entering, updating, and tracking assignments.
• Support by preparing internal communications, reports and follow-ups.
• Coordinate office logistics, including workspace organization, supplies and equipment.
• Contribute to continuous improvement by identifying and implementing process optimizations across administrative and operational functions.

Marketing & Communications Support

• Assist the team in data and asset management, content preparation and scheduling for various distribution mediums.
• Support content creation efforts, including sourcing and preparing assets or coordinating projects.
• Assist in social media content scheduling and community engagement.
• Assist in media buying research and supplier communications.

Requirements

• To be considered for this role, you must possess the following:
• A positive, proactive mindset and strategic approach to problem-solving.
• Robust organizational and project coordination skills.
• Ability to work independently, adapt to shifting priorities and follow direction.
• Confidence in handling sensitive issues with professionalism.
• Proven collaboration skills and the ability to communicate clearly with internal teams.
• Excellent written, verbal and interpersonal communication skills.
• Advanced computer literacy across productivity, project, and communication tools.
• A diploma or degree in administration, marketing, or a related discipline and/or at least 2 years of previous related work experience are required.

A Day in the Life

The Operations & Administration Coordinator role is based in our Victoria, BC office and involves regular in-person collaboration with the team. It is not suitable as a remote position.

The role is full-time, with core hours from 8:30 AM to 5:00 PM Pacific Time, Monday to Friday. While the schedule is generally consistent, some flexibility is available to accommodate personal responsibilities. Occasionally, you may need to adjust your hours to support key meetings, events, or deadlines.

Each day, you will be a steady presence that helps the team stay organized and focused. You will work closely with both leadership and team members to coordinate schedules, track project updates, support marketing efforts, and keep administrative systems running efficiently.

From preparing internal reports and organizing meetings to managing project documentation and ensuring task accuracy, your efforts will support the day-to-day momentum of the agency. Your ability to manage competing priorities, solve problems, and maintain attention to detail will be essential to both team cohesion and client delivery.

Who are The Web Advisors?

The Web Advisors is a high-performance, boutique marketing agency team with BIG goals and an even BIGGER reputation for doing great work. We are incredibly passionate about what we do and committed to exceeding our clients' marketing objectives.

If you are an organized superstar, proactive, and at your best when helping everyone keep their eye on the prize, then you will thrive as our Operations & Administration Coordinator.

The Web Advisors are committed to creating a diverse and inclusive workplace. We encourage applicants from all backgrounds to apply, knowing that diverse perspectives contribute to our success.

How To Apply

• Apply via
• Please submit your application detailing why we would be fortunate to have you join our team.

P.S. Make sure you include your favourite flavour of ice cream in your application. We're serious Applications that don't include this are unlikely to be considered.

Job Types: Full-time, Permanent

Pay: $58,000.00-$62,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• Paid time off
• Vision care

Ability to commute/relocate:

• Victoria, BC V8W 1R4: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Why are you the right fit for this role?

Work Location: In person