Administrative Coordinator - BC

ISL is an engineering and planning firm located in Squamish, seeking an Administrative Coordinator to provide exceptional customer service and support to their collaborative team. The role involves managing front desk operations, coordinating office facilities, supporting project documentation, and improving administrative processes.

Responsibilities

• Greet 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)
• Maintain daily office operations (plant care, dishwasher duties, organization, general maintenance coordination, janitorial service)
• Coordinate printer/plotter service and maintenance
• Order and maintain office supplies, seasonal/promotional items, and library materials
• Conduct office safety inspections; maintain First Aid and fire safety supplies; track certificates, safety documentation, and manual updates
• Support and track course and event registrations for staff
• Organize meetings and manage boardroom calendars; prepare rooms and ensure participant needs are met (A/V, food/beverages, cleanup)
• Coordinate hotel workstations, workspace accommodations, and parking for staff and visitors
• Organize and support staff meetings (agenda preparation, minute-taking)
• Plan and support office and corporate events across all offices, both in-person and virtual (e.g., workshops, training, social events)
• Arrange staff travel (account maintenance, research, booking, documentation)
• Prepare subconsultant agreements using PM-provided information and coordinate execution via DocuSign
• Format, compile, and distribute tender documents; send to prequalified contractors when required; download posted bids
• Set up tender summary templates and recommendation letters; save bids, enter quantities, 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, enter quantities, and compile progress payment packages for submission
• Implement and ensure compliance with document control processes, naming conventions, and filing structures across all offices, in accordance with company standards
• Train administrative staff on proper information management practices to ensure consistent application of document control procedures
• 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 such as memoranda, meeting minutes, reports, and proposals
• Support onboarding activities, including workstation setup and office orientations
• Coordinate departure checklists and farewell lunches
• Contribute to the development and implementation of office and corporate processes
• Build relationships with administrative professionals across ISL to ensure consistency and knowledge sharing
• Identify opportunities to streamline workflows and leverage new tools and technologies

Skills

• Proven experience in an administrative support role in a fast-paced environment
• Strong experience managing and setting up meetings, calendar bookings and organizing a variety of logistics
• Experience juggling multiple priorities while keeping several clients happy
• Strong demonstrated experience taking initiative to improve process and/or customer service
• Excellent written and verbal communication skills
• Attention to detail and a high level of accuracy
• Ability to handle multiple tasks and prioritize effectively
• Having a valid driver's license
• Willingness to travel occasionally to other offices in the BC region
• Proficient in Microsoft Office Suite
• First Aid Certification
• Experience in process improvement

Benefits

• Excellent mentorship.
• Flexible working hours.
• Hybrid model of work.
• Employer paid benefits, including 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.

Company Overview