Administrative Coordinator, Terminal Construction Full-time Job

BC Ferries is undertaking a major, multi-year infrastructure program at the Horseshoe Bay and Langdale terminals to improve on-time performance, enhance the customer experience and ensure continued safe and reliable operations. The Horseshoe Bay / Langdale Infrastructure Program is a complex, multi-year capital initiative that will modernize two of our busiest terminals and enhance service for millions of passengers. Behind every successful capital program is someone who keeps the details tight, the information flowing, and leaders focused on the work that matters most.

 

As the Administrative Coordinator for Program team, you’ll play a central role in keeping a complex, high-profile program running smoothly. This is a senior administrative role with real influence—supporting multiple leaders, coordinating across projects, and ensuring consistency, accuracy, and momentum across the program.

 

If you’re someone who thrives on organization, anticipates needs before they’re voiced, and takes pride in being the calm centre of complex work, this could be your next great move.

 

The Role

Reporting to the Program Director, this role is integral to the achievement of company objectives, and you contribute value through key areas of oversight such as: 

• Providing advanced administrative and coordination support to Program senior staff and teams, including preparing correspondence, reports, briefing materials, presentations, and meeting documentation;
• Coordinating and managing complex calendars, meetings, agendas, and follow-up actions, ensuring commitments, decisions, and agreed-upon actions are tracked and implemented;
• Supporting Program planning and operational activities by maintaining planning calendars, tracking initiatives and projects, and monitoring key administrative milestones;
• Leading the coordination and preparation of monthly Program reporting, ensuring accuracy and readiness for Program Director approval;
• Managing and distributing materials for monthly Program Board meetings; supporting the Program team in development of quarterly Capital Planning Committee meeting materials;
• Maintaining and overseeing records management systems, files, and documentation to ensure accuracy, confidentiality, and compliance with organizational policies and retention requirements;
• Supporting budget and operational tracking activities, including monitoring non-labour expenditures, accruals and administrative costs, and preparing basic analysis or summary reports;
• Establishing, documenting, and refining administrative procedures, standards, and templates to promote consistency, efficiency, and effective coordination across the department;
• Acting as a point of contact for escalated or non-routine administrative issues, resolving matters independently and coordinating with appropriate internal or external stakeholders;
• Coordinating administrative support related to vendors, contracts, or service providers, including tracking documentation, timelines, and approvals as required;
• Providing guidance and informal coaching to administrative team members on processes, tools, and best practices;

 

What you bring to the team

• High School Diploma or equivalent
• Post Secondary certificate or diploma in business administration, oice administration, or a related field considered an asset
• 3–6 years of progressively responsible administrative or coordination experience, including experience providing confidential support to senior leaders or multiple managers
• Experience in coordinating planning activities, tracking initiatives, and supporting project-based work
• Experience supporting budget or financial tracking activities and preparing summary or analysis reports
• Strong understanding of administrative policies, procedures, and records management practices
• Preference given to candidates with experience working on major infrastructure projects or programs.

We're proud to be one of the largest ferry systems in the world, serving 1,600 km of coastline and moving over 62,000 customers and 23,000 vehicles on average each day.
BC Ferries acknowledges and respects the territories of Indigenous peoples on whose beautiful lands and waters that our ships, offices, terminals, and work sites operate along the Pacific West Coast.
For 65 years, we have been dedicated to providing safe and efficient travel to our customers.
Our role as a ferry transportation provider goes beyond getting passengers from point A to B. With 25 routes throughout the west coast of BC, we serve as advocates for the coastal environment and communities where we operate.
Operations began in 1960 with just two ferries providing service on a single route. Today we have 37 ferries moving more than 22.7 million passengers and 9.7 million vehicles every year.