administrative coordinator

\*We have a startup-style work culture where you will be expected to play a significant role on the team. This is not the right position for you if you are looking for a rigid, traditional workplace where decisions are slow, responsibilities are rare to earn, and every change requires layers of approval. - We are looking for an experienced, highly organized Administrative Coordinator who can help keep a growing company coordinated and running smoothly. You will manage scheduling, email triaging, communication, resource allocation, documentation, and follow-up across different areas of the business. You should be comfortable solving problems, shifting between priorities, and making sure important details do not get missed. You will work in person from our Victoria, BC office and communicate regularly with clients, employees, subcontractors, and other stakeholders. You will focus on our training division (TrueTraining.ca). - *WHY THIS OPPORTUNITY IS DIFFERENT* Most administrative roles are built around supporting one person or completing the same routine tasks each day. This role is built around keeping a growing operation coordinated and making sure people, schedules, information, and resources move where they need to. We've already automated much of its routine coordination work. That means your focus will be on the situations that require judgment, clear communication, problem solving, and reliable follow-through. You will work across scheduling, email triaging, communication, resource allocation, documentation, and other evolving business needs. You will also help identify gaps and improve how administrative work is organized. This role is built for someone proactive, operationally sharp, and comfortable creating structure while the company continues to grow. - *THE QUICK SUMMARY* Your goal is to keep the day-to-day operations organized, responsive, and moving forward. Your initial priorities will include: - Scheduling and coordination - Email triaging and follow-up - Subcontractor and client communication - Resource allocation - Tracking documents, deadlines, and outstanding tasks - Resolving issues that require human judgment Much of our routine coordination is being automated, so your focus will be on the work that requires problem solving, clear communication, and personal attention. You will help determine what needs attention, who needs to be involved, what information is missing, and what must happen next. The goal is simple: the team should be able to rely on you to keep important details from being missed and bring each task to either a completed result or a clear next step. - *WHAT YOU WILL OWN* You will own administrative coordination from the moment a request comes in through assignment, follow-up, and completion. This includes: * - Monitoring and triaging shared Outlook inboxes and Microsoft Teams messages * - Determining which requests are urgent, what information is required, and who needs to respond * - Coordinating classes, meetings, appointments, schedules, and available resource * - Managing scheduling changes, conflicts, absences, cancellations, and replacements * - Communicating with government clients, students, instructors, subcontractors, and internal team members * - Coordinating instructor and student availability and resolving exceptions not handled through automation * - Tracking assessments, progress reports, attendance sheets, invoices, contracts, and other recurring requirements * - Following up on missing information, pending decisions, approaching deadlines, and incomplete tasks * - Maintaining accurate student, instructor, subcontractor, vendor, and client records * - Preparing meeting agendas, recording important notes, and tracking action items * - Gathering information from internal team members so external requests can be answered accurately * - Supporting quotes, invoices, subcontractor payments, and related administrative documentation * - Assisting with employee and subc