Administrative Coordinator

Administrative Coordinator – Point Hope Maritime

Location

Victoria, BC

Company

Point Hope Maritime Ltd.

Job Type

Hourly, Non-Union

Pay Rate

$31.25 per hour

Benefits

• RRSP Matching (up to 6%)
• Extended Health, Dental, Life, LTD

Schedule

Monday to Friday 7am to 3:30pm; occasional extended hours and weekends when time sensitive repair or refit projects are in progress.

About Us

Point Hope Maritime is a leading marine repair and maintenance facility supporting commercial, industrial, and government clients. Operating out of our Harbour Road and the Esquimalt Graving Dock (EGD) facilities we are looking for a reliable, organized, and proactive Administrative Coordinator to support security, parking, and administrative functions.

About the Role

The Administrative Coordinator plays a critical role in managing site access, coordinating visitor and contractor entry, processing and overseeing parking operations for the EGD facility and government security administration for both sites. This position requires strong communication skills, exceptional attention to detail, and the ability to respond to early-morning calls and occasional extended-hour requirements. This role reports directly to the Controller and works closely with Project Managers at the EGD facility.

Key Responsibilities

Security & Access Coordination

• Coordinate and administer Reliability Status security clearance for required staff at all sites.
• Provide administrative support for Controlled Goods security access for applicable staff at all sites.
• Act as the primary contact for gate personnel at both the Main and Back EGD gates.
• Manage contractor card list submissions and visitor access portal entries for EGD.
• Coordinate short-notice access for customer visits, subcontractors, and executive tours at EGD.
• Ensure authorization status is maintained for approving site entrants at EGD.
• During major refit and repair projects will be required to respond to early-morning access approval calls.

Parking Administration

• Issue, track, and collect internal PHM parking passes for the EGD site.
• Maintain parking assignment tracking system. Ensure completeness of parking assignment forms and submissions to payroll department.
• Manage temporary leased parking areas and support customer parking needs.
• Create and laminate temporary passes and signage.
• Interpret parking layouts and post signage according to approved drawings.
• Communicate with Commissionaires regarding parking issues or infractions.
• Distribute EGD access stickers and process parking applications.

Administrative Support

• Maintain records related to Reliability Status and Controlled Goods security clearance.
• Maintain records related to access, parking, and visitor logs at EGD.
• Liaise with staff, contractors, customers, and external partners professionally.
• Perform hands-on administrative tasks such as laminating, signage posting, and supply retrieval.
• Provide general administrative assistance to the Controller and other internal departments.

Requirements

• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.
• Proficient in MS Office (Outlook, Word, Excel).
• Comfortable working in a fast-paced industrial environment.
• Ability to occasionally work early-morning hours and occasional extended shifts.
• Ability to attain Reliability Status security clearance at Canadian Government facilities.

Preferred Qualifications

• Experience in administration, security/access control, or site coordination.
• Experience in industrial, construction, or shipyard settings.
• Familiarity with access control systems or visitor management software.
• Hold a valid BC class 5 drivers license.

Why Join Point Hope Maritime?

• Competitive compensation
• Dynamic work environment supporting a wide variety of marine repair and maintenance projects.
• Opportunities for learning and cross-departmental collaboration
• Being a valuable member of the Point Hope and Ralmax Group team

How to Apply

Please submit your resume and a brief cover letter detailing your experience and interest in the role to . Only shortlisted candidates will be contacted.