Database and Licensee Support Administrator

Database and Licensee Support Administrator

The Society of Notaries Public of British Columbia (SNPBC), the regulatory body for Notaries Public in British Columbia, is seeking a detail‑oriented and technically proficient Database and Licensee Support Administrator. This full‑time, in‑office position plays a key role in maintaining accurate licensee records, supporting regulatory processes.

Location: Downtown Vancouver, British Columbia (in‑office)

Employment type: Permanent, full‑time

Salary: $52,000–$60,000 annually, commensurate with qualifications, plus benefits
.

About the Society

The Society of Notaries Public of British Columbia is the statutory regulatory body for Notaries Public in the province and acts in the public interest. The Society oversees admission, licensing, practice standards, and continuing education for Notaries Public, who provide non‑adversarial legal services directly to the public. The Society offers a supportive and collaborative team environment and a competitive compensation and benefits package.

Role overview

The Database and Licensee Support Administrator manages and maintains the Society's licensee information systems and related records. The position is responsible for accurate data entry and ongoing data quality, administration of licensee lifecycle processes, support for practice inspections, and preparation of documentation and reports for internal and governance purposes. The role requires strong proficiency with Microsoft 365, particularly SharePoint and Excel, as well as excellent organizational skills and attention to detail.

Key responsibilities

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Manage and maintain the licensee database, including data entry, updates, and quality control for all licensee records.

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Administer licensing processes, including annual renewals, change of class applications, and resignation requests, ensuring required documentation is complete and properly recorded.

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Maintain and update continuing education and professional development records for licensees.

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Track and reconcile payment records related to monthly fees and other payments made by members.

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Administer SharePoint document libraries, including organizing, filing, and maintaining electronic records and templates.

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Support practice inspectors by coordinating, organizing, and maintaining practice inspection documents, checklists, and reports.

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Research and advise on documentation requested from the public and licensees, ensuring responses align with established policies and procedures
.

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Draft and update information systems user manuals, internal procedures, and task guidelines for staff and licensees.

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Prepare reports and materials for committees and the Board of Directors, including data summaries and document packages.

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Provide professional, service‑oriented support to licensees and colleagues by responding to inquiries relating to licensing, records, and system use.

Required qualifications

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Post‑secondary degree.

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Minimum three (3) years of experience in a complex office, regulatory, or professional environment.

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High level of proficiency with Microsoft 365, including SharePoint and Excel, and comfort working with other information management systems.

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Demonstrated experience with records and information management, including accurate data entry and maintenance of electronic records.

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Excellent attention to detail and strong time management skills, with the ability to prioritize multiple tasks and deadlines.

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High degree of proficiency in written and spoken English, including the ability to draft clear, formal written communications.

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Demonstrated ability to learn new systems, adapt to process changes, and work collaboratively as part of a small team.

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Canadian citizenship or permanent resident status.

Preferred attributes

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Experience in the non‑profit, regulatory, or professional association sector.

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Experience with database implementation, data migration, or system/process improvement projects.

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Familiarity with professional regulation, legal services, or similar compliance‑focused environments.

Work environment and conditions

• The successful candidate will work primarily from the Society's office in downtown Vancouver, British Columbia. The Society provides a supportive and collegial work environment with a focus on collaboration, professionalism, and service to the public interest. A competitive compensation package, including benefits, is offered.