Job Description

The ISL Squamish office is seeking a master of first impressions that delivers exceptional customer service to guests, partners and employees visiting this beautiful office. Located in the heart of Squamish, our office offers the rare opportunity to build a meaningful administrative career while also being surrounded by nature. We are seeking an Administrative Coordinator who enjoys being a trusted hub for a collaborative team while working steps away from world-class scenery.



A Little About Us

We are engineers, technologists, planners, landscape architects, scientists, and their support teams that work together to deliver infrastructure, while minimizing environmental impact and maximizing benefits to the community. We work hard and play hard because that is what #ISLLIFE is all about! Check us out by visiting us on social media. Learn more about our work by visiting us on Instagram @islengineering / LinkedIn and feel free to join our ISL newsletter on LinkedIn: Inside ISL



About our Team

ISL's Administrative Team's mission is to be a supportive and respected leader in administrative services, providing outstanding service through efficient task delivery, while maintaining the highest standards of quality and professionalism. We are committed to achieving excellence through clear communication, collaboration, and peak performance while fostering an environment of trust and respect. We are a team of administrative professionals across provinces that embrace community, collaboration and unity.



A Little More About the Role

Warmly engaging with clients, partners and employees, this role is responsible, but not limited to, the following:

Front Desk and Guest Services

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).

Offices and Facilities Management

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.

Scheduling and Coordination

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).

Project Support

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.

Document and Records Management

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.

HR & People Support

Support onboarding activities, including workstation setup and office orientations. Coordinate departure checklists and farewell lunches.

Process Improvement and Implementation

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.

A Little About You

We know you will be successful in this role if you are:

A self-starter who takes initiative and always seeks opportunities to provide support. Highly organized. Someone who enjoys multitasking and can remain detail-oriented in busy deadline-driven environments. Able to work with minimal supervision. Collaborative in your approach and come with a team-oriented approach to support others. Proactive with your approach to service delivery and can anticipate problems before they arise.

Your cover letter should demonstrate:

Your motivations for a career in administration. We're eager to learn more about the path that has led you to applying for this position, whether you're a seasoned professional looking for a change, changing career paths entirely, or just looking for that next step!

Your application should include:

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.

Bonus:

First Aid Certification. Experience in process improvement.

What ISL Offers

We value you for your contributions and want to ensure that your personal success is intertwined with your professional success. Our wellness philosophy encompasses the four pillars of physical, mental, financial and spiritual wellbeing which is why our benefits package is comprehensive and offers you some of the best available tools to maximize your career and lifestyle.

Depending on your experience level, the salary range (based on a 40-hour work week) is:

$65,000 - $75,000.

Here are some of the amazing benefits we provide:

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.

At ISL, we share an enthusiasm for community infrastructure. From planning through to design and construction management, we create nimble teams to tackle the unique requirements of every project. Our technical expertise encompasses transportation, land use planning, civil engineering, municipal, landscape architecture, heritage services, environmental management, water, structural, community engagement, geomatics, construction services and 3D visualization. Just the right size, ISL delivers on complex projects while being small enough to maintain strong, cohesive project teams and personal client attention and service.



At ISL your identity is part of our identity. Diversity, Equity and Inclusion (DEI) speaks to our core values and provides space for our teams to bring their authentic selves to work. ISL believes DEI creates the best outcomes for our clients while sustaining a happy and thriving work environment that allows for career development and opportunities for all staff. ISL is committed to a focused effort on continuous improvement and development of a respectful and safe workplace.



We thank all applicants in advance for their interest in this position. Only those who will be selected for an interview will be contacted.