Overview

Overview

The Administrative Coordinator supports the business by coordinating the full range of administrative processes at the terminal in order to ensure the timely and accurate delivery of freight to the end customer.   

You will be a positive representative of our organization by demonstrating professionalism, and appropriate urgency. You will work closely with various internal and external contacts to effectively and efficiently respond to customer inquiries and requests. 

How You’ll Help: 

• Provide administrative support to the managers and office staff team and ensure that administrative matters are organized and dealt with in a professional manner. Establish and maintain files and records.  
• Answer phone calls and email enquiries and relay calls and messages to appropriate managers and employees; attend meetings, take notes, and follow up on decisions within area of responsibility 
• Order office supplies and maintain inventory for the terminal 
• Welcome clients; ascertain nature of business and direct clients to appropriate managers and employees 
• Redirect documents intra- and inter-terminal as well as to customers as needed 
• Manifest and arrange appointments via fax, email, and telephone. Call customers regarding appointment change, status, rescheduling, and issues regarding appointment. Schedule driver appointments. Update system with appointment information.  
• Prepare manifests for trucks crossing from Canada to US border and vice versa 
• Verify the weight for all LTL loads, load trailers, ensuring that the number of boxes/ shipments, weight and dangerous goods information is correct and complete 
• Input pick up BOL’s and update POD’s. Upload and edit EDI files. Input skeleton bills into the system ensuring that all critical information is input, enter comments regarding damages, shortages and ensure required signatures are present 
• Track and update system information on shipments for agent delivery. 
• Assist drivers with preliminary paperwork information such a bill of lading, trip envelops and border crossing procedures 
• Broker payroll processing including the inputting of City Drivers payroll in the terminal; confirmation of information provided by brokers and data entry for the terminal; providing brokers with invoice copies; and fielding inquiries as to payroll discrepancies. 
• Reporting: POD reports – following up on PODs Make sure PODs are imaged. Missed appointment report following up with customers if freight not delivering. 
• Mentor and train office staff in procedures and in use of current software 
• Dispatch some night runs/shifts 
• Other related duties as may be required 

Your Skills and Experience: 

• Minimum of secondary education, with preference of post-secondary education (general stream), or a combination of education and experience. 
• Previous Transportation or operational experience is preferred, various roles within transportation would be beneficial. 
• Communication skills - advanced 
• Computer skills – accuracy, MS products, AS400, web based programs 
• Demonstrated customer relationship skills 
• Strong conflict resolution skills 
• Able to work deadlines in high transactional environment 
• Ability to champion business needs in a collaborative manner to colleagues 
• Results focused 

Boban Road, Unit 7A, Nanaimo, BC, V9T 6A7, CA

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate
Experience: Candidates should have experience of 1 to less than 2 years

Candidate Status:

• • Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position

• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to answer the telephone, relay telephone calls and messages, answer electronic inquiries, and open and distribute regular and electronic incoming mail and other material, coordinating the flow of information
• The candidates should be able to compile data, statistics, and other information, arrange travel-related itineraries, make reservations, set up and maintain manual and computerized information filing systems, and type and proofread correspondence, forms, and other documents

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

Key Responsibilities:

Responsible for three (3) essential areas:

Payroll/ Kronos Administrator

• Process and manage the weekly payroll using Kronos and SAP application
• Ensure the Island Wage Agreement is being followed while processing payroll
• Responsible for maintaining the accuracy of employee profiles and accrual

Procurement and Vendor Management

• Manage the location’s purchasing requirement through the Procurement Systems MyBuy and SAP
• Responsible for maintaining the supplier’s database and adding new suppliers to the SAP Database
• Responsible for Purchase Order requisition according to Budget Plan and actual expenditure
• Process Travel and Mastercard Expenses

Location Control and Compliance

• Responsible for the location’s compliance according to the company’s guidelines and procedures

Other Responsibilities 

• Create a welcoming and warm environment for Pepsico Beverages visitors and contractors
• Responsible for the internal and external stakeholders’ communication
• Assist in company-specific initiatives

Qualifications

• Two years of administrative experience, Payroll Administrator Experience, is desired
• Experience in software programs/applications such as Kronos, SAP, and Microsoft Office, is preferred
• Successful completion of an administrative/office management program
• Successful completion of high school diploma
• Professional accomplishments that reflect self-motivation and initiative 
• Strong computer skills in Word, Excel, and PowerPoint
• Experience in software programs/applications such as Kronos, SAP, and Microsoft Office, is preferred
• Excellent communication and customer service skills
• The ability to multi-task is essential
• Attention to detail and organizational skills
• Must be self-motivated, punctual with demonstrated professional maturity

Salary Range

The expected compensation range for this position is between $41,600 - $69,200 based on a full-time schedule.  Your confirmed job-related skills, experience and qualifications will be considered in setting your actual starting salary

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 

IS THIS ROLE RIGHT FOR YOU

In the role you will:

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts 
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

DO YOU HAVE THE SKILLS

We would love to work with you if you have:

• Experience in the securities industry
• Willingness to become duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHATS IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success.
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

Overview

Reporting directly to the President, the Executive Assistant to the President provides confidential and discretionary support to the President’s Office, including the President, Senior Leadership Council, Executive Team and a variety of internal and external collaborators and partners. The role operates across the institution, requiring a comprehensive understanding of organizational priorities, governance structures, and cross-functional relationships.


This position is responsible for overseeing the administrative, operational and financial affairs of the President’s Office. The successful candidate will regularly work with highly confidential and sensitive information, and will be competent in developing and fostering relationships. This role requires the individual to have experience in a dynamic environment, with a high degree of professionalism, confidentiality and adaptability. With limited supervision, this role coordinates the President’s day-to-day operations and supports activities and projects focused on the portfolio’s short- and long-term planning goals, while strategically organizing the President’s time.


This position requires a proactive performer that demonstrates excellent initiative, judgment and organization. The ability to work with ambiguity and independently handle competing priorities is key. Effective written and oral communication skills are particularly important in this position as are composition and proof-reading skills. In addition, experiences with project coordination and effective change management will be an asset.

Job Description:

ILLUSTRATIVE EXAMPLES OF DUTIES

Operations/Administrative Management

• Provides confidential senior-level executive support to the President, including direct support to the Senior Leadership Council, Executive Team, Leadership Forum, Emergency Operations Centre, and other Committees as required.
• Schedules meetings, initiates agendas, prepares materials/reports, attends meetings, and composes and circulates minutes and supporting documents.
• Proactively prepares briefing materials and ensures the President is fully supported and informed for meetings, engagements, and decision-making. Tracks, monitors and follows up on action items, next steps and deadlines for various committees and working groups.
• Leads the planning of and supports high profile events and institutional activities ensuring effective execution and alignment with institutional priorities.
• Leads and coordinates projects and initiatives on behalf of the President, including developing plans, tracking progress, and ensuring timely completion.
• Provides strategic organization and maintenance of the President’s calendar. Anticipates scheduling conflicts and aligns the President’s time with institutional priorities and strategic objectives.
• Coordinates travel arrangements and oversees related administrative processes, ensuring accuracy, efficiency, and compliance with institutional policies.
• In collaboration with the Executive Assistant to the University Board, establishes dates for Board and Committee meetings.
• Develops and implements records, files and processes/procedures for the President’s Office to ensure efficient and timely workflow, including minutes, agendas and meeting packages.
• Identifies opportunities for continuous improvement and implements systems, tools, and processes (e.g., Microsoft 365, Teams, SharePoint, Workday) to enhance efficiency, collaboration, and information management.
• Leads and coordinates projects and initiatives on behalf of the President, including developing plans, tracking progress, and ensuring timely completion.
• Provides administrative coverage and assistance for other EAs within the Executive offices, as needed.
• May be required to take training and act in the capacity of a floor warden as part of the University’s Emergency Preparedness Plan (Fire, WHIMIS, and Earthquake).
• Communication and Service-Orientation
• Acts as a central point of contact between the President and other university departments and units and a range of internal contacts (such as faculty, staff, administrators, students, committee members) and external contacts (such as ministry officials, board members, other post- secondary institutions and international contacts).
• Screens, prioritizes, and manages inquiries and incoming information using sound judgment, ensuring appropriate handling, distribution, and escalation of complex or sensitive matters.
• Prepares written reports, communications messages, web content, correspondence and presentations on behalf of the President.
• Effectively communicates decisions, directives and important information, following meetings and events, to the appropriate individuals, departments, and units.
• Acts with an exceptional service-focused approach while exercising professionalism and consistent judgement at all times.
• Financial Task Support
• Oversees the annual financial plan and accountabilities of the President’s Office including developing budgets, monitoring and reconciling expenditures and working directly with Financial Services as required. Resolves discrepancies or brings them to the attention of the President.
• Gathers information for developing, maintaining and monitoring required systems, such as operating budgets for cost centres; reviews and reconciles expenses charged to the President’s Office for accuracy.

REQUIRED KNOWLEDGE/SKILLS AND ABILITIES

• Demonstrated initiative and the ability to anticipate needs and deliver exceptional executive-level administrative support. Ability to effectively work in a diverse team environment.
• Demonstrated commitment to equity, diversity, and inclusion, with the ability to work effectively with individuals from diverse backgrounds and perspectives.
• Ability to plan, schedule, supervise and review work of employees; while providing coaching and development opportunities – aligned with effect people management practices.
• Ability to effectively communicate tactfully and with discretion, both orally and in writing.
• Demonstrated ability to work with a level of professionalism, excellent and consistent judgement and problem solving with an orientation to an outstanding service-orientated approach.
• Committed to service excellence, innovation and collaboration in the workplace.
• Demonstrated ability to multitask, apply a high level of organizational skills to complete projects and meet deadlines with changing priorities.
• Demonstrated ability to conduct, compile and analyze research and data, to support the development of processes and procedures.
• Extensive knowledge of the functioning of a senior executive office and governance & board relations.
• Demonstrated ability to exercise independent judgment, assess risks and implications, and respond effectively to complex or sensitive situations.
• Exceptional administrative skills including exceptional attention to detail, the ability to work independently and under pressure with tight timelines, and deal effectively with non-routine matters.
• Politically sensitive and able to work effectively with all levels of individuals within the university.
• Demonstrated proficiency in digital tools (e.g., Microsoft 365, Teams, Workday, SharePoint) to enhance efficiency, communication, and workflow management.

REQUIRED TRAINING AND EXPERIENCE

• Completion of a relevant Bachelor’s degree.
• Five to seven years of progressive work experience, including experience as an executive assistant in a complex environment, preferably in the public sector.
• Advanced computer skills in Microsoft Office 365 applications.

Additional Details:

This position is based on a standard administrative workweek of 35 hours, typically Monday through Friday. Due to the operational nature of the role, the incumbent may be required to work flexible hours, including occasional evenings and weekends, to meet organizational priorities, support key initiatives, and participate in University events.

Posting Detail Information:

Hours of Work Per Week:

35

Pay Group:

AE006

Job Open Date:

June 02, 2026

Job Close Date:

June 11, 2026

Why BCAA?

Feel proud of what you do and help shape the future of BC at a BC Top Employer. We’re driven by purpose – delivering peace of mind to one in three BC households with insurance, roadside assistance, auto repair, Evo Car Share and Evolve E-Bike Share. With a long history of keeping roads safe and giving back in ways that build stronger communities, we offer a wide variety of meaningful, rewarding careers that move BC forward.
 

We are currently hiring a Service Advisor based in our Cambie Village location. 

As a Service Advisor, you’ll be one of the first people our customers meet when they’re seeking advice to protect their homes, travel the world, and ensure they’re safe on BC’s roads. You’ll meet their needs by recommending memberships or travel and auto insurance.  

Being a Service Advisor is your first step towards a rewarding career with BCAA. Your enthusiasm for creating signature customer experiences shines through each interaction, building loyal, long-lasting relationships that enable BCAA to be one of the most trusted organizations in British Columbia.  

Who you are 

• A life-long learner! You’re open to learning new concepts and new ways of working. On-the-job training is available, with support from a network of leaders and colleagues. 

• A problem solver who loves a challenge. Organized yet flexible, you thrive in a workplace where no two days are the same.  

• You work well under pressure. You can balance multiple priorities while keeping calm and polite in a fast-paced environment.   

• A teammate who loves helping others and contributing to your community. Making a difference in someone’s day makes your day too! 

During a typical day, you will:  

• Greet our customers in person and over the phone to promote BCAA insurance products and services to best fit their lives, including new memberships, travel insurance, ICBC and optional auto insurance.  

• Collaborate with BCAA Support Teams and Underwriting to recommend the right coverage for our customers 

• Identify cost-saving opportunities to support our customers’ life events and future needs. 

• Work together with team members to provide exceptional customer service and meet sales goals 

• Increase your industry knowledge and expertise towards becoming an Insurance Advisor. You’ll participate in BCAA’s training courses, maintain your annual licensing requirements, and keep up to date with the latest products and service offerings in a supportive environment.  

What you bring 

• At least two years’ experience in asales andservice environment 

• Level 1Insurance license (or a commitment to secure your license within your first 45 days through BCAA). BCAA will provide time and cover the cost.  

• Completion ofAutoplanEssentials (or a commitment to complete within your first three months through BCAA.) BCAA will provide time and cover the cost.   

• Limited history of Errors & Omissions and in good standing with the Insurance Council of BC. 

• Comfortable using technology, including working knowledge of MS Office (Word, Excel, PowerPoint, Outlook) 

• Bonus qualifications! CAIB certification, knowledge of ICBC systems, and ability to speak other languages aside from English. 

The salary range for this position is $42,516.72to $53,145.96and is determined viajob-related knowledge, skills, experience, certifications, market demand and internal equity. In addition to base salary and BCAA benefits, this position is eligible for a performance bonus target of 12.5%, with the opportunity to earn up to 21.5%

Internal Applicants: The last day to apply for this role is end of day December 30, 2025. Please note this is a Grade 5 position.

What we offer:

• The chance to make a difference every day in the lives of British Columbians, BCAA Members and our communities.

• Career and personal development to help you grow and reach your goals.

• Incentives that recognize team and individual sales and performance.

• Flexible benefits to support your health and lifestyle, and wellness dollars* to keep your body, mind and soul thriving.

• A competitive rewards package including salary performance bonus programs, pension plan*, and more to help build your personal wealth.

• Paid time off including vacation, and days for wellness, volunteering, and cultural, spiritual or religious connection.

• BCAA membership, with valuable perks and Member savings on every day and special spending, from gas and coffee to clothes, sports and event tickets, and hotels.

• Meaningful, rewarding work for a BC Top Employer known for putting people first and constantly building a better workplace for all our team members.

Reporting to the Regional Administrative Services Manager, the Administration Clerk performs a variety of administrative support duties for a regional office. He/She/They are responsible for duties that include reviewing and processing applications, responding to client enquiries, assisting with forms completion and public information sessions, processing rent receipts, work orders, procurement documents and accounts payable invoices, performing reception duties, and providing general clerical, data entry and document management support.

CANDIDATE PROFILE

The successful candidate will have the following:

EDUCATION & EXPERIENCE:

• High school diploma and completion of post-secondary courses in office or business administration or other relevant
  discipline.
• Sound office administration experience.
• Or an equivalent combination of education, training, and experience acceptable to the employer.

 KNOWLEDGE, SKILLS AND ABILITIES:

• Sound knowledge of office systems and procedures.
• Some knowledge of accounting procedures.
• Ability to learn, understand, and explain BC Housing program, policies, and services.
• Ability to deal with the public, staff, and outside agencies in a courteous, professional, and tactful manner.
• Ability to maintain a cash float and balance cash accurately.
• Ability to type a minimum of 40 wpm.
• Ability to search documents, databases, and the internet to resolve issues creatively and within established guidelines.
• Ability to plan, multi-task, meet deadlines and adapt in a fast-paced environment.
• Ability to exercise tact, diplomacy and good judgement when interacting with a broad range of partners and customers, including individuals of diverse social, educational, and cultural backgrounds.
• Ability to plan and meet deadlines by effectively prioritizing actions to respond to numerous diverse and shifting challenges without compromising the quality of work.
• Ability to work with accuracy and excellent attention to detail.
• Excellent oral and written communication skills, with a solid command of English grammar, punctuation, and spelling.
• Excellent interpersonal and conflict resolution skills.
• Strong problem-solving skills.
• Strong in computer applications, including MS Office (Word, Excel, PowerPoint, Outlook), with excellent mail merge document skills.