Operations and Administrative Coordinator

Operations and Administrative Coordinator

Location: Metro Vancouver Region

Hours: Permanent Full-Time

ABOUT SACRED WATERS

Sacred Waters Developments Ltd (SWD) is dedicated to fostering economic and social development opportunities for the Katzie, Kwantlen, and Semiahmoo First Nations. The organization aspires to evolve into a multifunctional corporation, strategically providing services and economic development opportunities aligned with the group's collective vision. Its mission extends beyond internal initiatives, intending to offer these services to external clients while also addressing the specific needs of the Kwantlen, Semiahmoo, and Katzie First Nations. The overarching goal is to foster sustainable economic prosperity and expand upon economic opportunities that arise from collaborative nation-to-nation negotiations.

Sacred Waters Developments strives to be a leader in indigenous economic development, to foster long-term security for future generations while advancing cultural awareness and land preservation.

JOINING OUR TEAM

The Operations and Administrative Coordinator is a Permanent Full-Time position; currently, this position is hybrid that will require in-office work. You will be working with a supportive team towards generating wealth and prosperity for the people of the KKS Nations – Katzie, Kwantlen, and Semiahmoo. You will have the opportunity for continuous learning, development, and growth within your job and career.

We offer our Team Members generous benefits to help them achieve their goals and support our company culture.

WHAT WE OFFER

• Opportunities for career growth and development
• Hybrid work environment
• Enhanced Health and Dental benefits
• Generous vacation and PTO days
• Professional Development allowance
• Wellness Programs

ROLE REQUIREMENTS

To effectively meet operational demands, Sacred Waters Developments seeks an enthusiastic Operations and Administrative Coordinator for its team. The role will report directly to the Business Operations Manager and will actively support the entire team in a variety of operational and administrative functions.

The Operations and Administrative Coordinator will primarily support the Operations team through a variety of administrative and coordination tasks and responsibilities. The coordinator will work closely with Sacred Waters’ CEO and department leads, external stakeholders, and provide high-level administrative support in the areas of scheduling, event organizing, IT support, facilities management, minute taking, Board attendance and administration, bookkeeping, and occasionally, HR support. The coordinator will need to be very customer service oriented with a sense of calm and flexibility; organized with a keen attention to detail and able to adjust and meet the many demands and deadlines on any given day.

The Operations and Administrative Coordinator plays a key role in supporting the smooth operations of the organization.

SCOPE OF THE POSITION

The Operations and Administrative Coordinator works primarily with the Operations Manager to support the operations of the organization. By taking ownership of the day-to-day administrative procedures, the coordinator will further the organization’s long-term strategic goals by expanding Sacred Waters’ organizational capacity.

The coordinator’s duties, responsibilities and accountabilities include, but are not limited to:

• Monitor, manage and respond to several email accounts, or redirect communications to the appropriate team member
• Compile and file invoices to the appropriate project or purchase order number monthly
• Track the status of Sacred Waters’ payable invoices, and coordinate with department leads and the CEO to ensure timely approval and payment of organizational invoices
• Provide support to the Business Operations Manager with a variety of administrative and operational tasks
• Coordinate schedule availability among internal and external stakeholders to schedule meetings and events
• Coordinate with team members to support recruitment and various HR functions
• Supporting onboarding and offboarding for employees
• Provide administrative support to the CEO and department heads
• Prepare monthly expense reports
• Coordinate travel, meetings, catering and other various events
• Provide HR support as needed
• Provide IT support. Liaise between team members and external tech support firms as needed to support resolving tech issues
• Monitor and update and manage internal Intranet SharePoint site
• Manage and update various documents, policies and procedures
• Create training documents/Manuals
• Internal/external Communications
• Monitor, update and manage SharePoint network file system
• Assist in preparing and deliver Board packages
• Taking meeting minutes
• Other tasks, duties and projects as assigned and required

KNOWLEDGE, SKILLS AND EXPERIENCE

We are seeking an individual who is interested in learning, growing, and working on meaningful partnerships to support values-based planning and development work. Suitable candidates would be efficient at managing a variety of tasks in a fast-paced work environment, with an ability to take initiative to new tasks and responsibilities in a start-up environment where there is opportunity to create and evolve processes. Suitable candidates should be able to develop a strong understanding of the organization’s key department functions and be able to exercise judgement in coordinating inquiries and information to the appropriate team members.

Additional experience may include:

• Proficient in MS Office software (Excel, Word, PowerPoint, and Outlook)
• Proficient with MS Teams and MS Teams Phone
• Proficient in MS SharePoint
• Proficient in Minute Taking
• Strong IT/Tech knowledge/skills
• Strong administrative skills
• Experience working with a variety of audiences and stakeholders
• Experience with scheduling and coordinating with competing team priorities
• Willingness to be flexible and adaptable to changing priorities
• Ability to juggle multiple priorities with strong organizational and time-management skills
• Strong team player with strong communication skills, both oral and written
• High levels of integrity, accountability and ability to handle confidential information
• A great sense of humour; works well with others and on their own
• Experience working with First Nations or non-profit organizations is an asset
• Strong people skills and the ability to interact with colleagues and senior management
• Is a self-starter and takes initiative
• Strong technological and social media skills is an asset
• Board experience is an asset
• Bookkeeping experience is an asset

COMPENSATION & BENEFITS

Salary: $60,000 - $75,000/year based on experience, vacation, paid time off days, health and dental benefits including a health spending account, wellness programs, and paid professional development.

HOW TO APPLY

Interested candidates are invited to submit a resume and cover letter detailing their qualifications and experience. Please apply by January 15, 2025.