Job Description

POSITION IDENTIFICATION

Position Title:

Operations Administrator

Department:

Operations

Reports To:

Vice President, Operations, Regulatory Affairs & Infrastructure (VPORAI)

Classification Level:

Temporary / Full Time - $29.67 per hour

Benefits:

Medical services plan coverage, extended medical benefits, RRSP matching (up to 5%), access to Employee & Family Assistance Program, and opportunities for professional development.

Closing Date:

Friday August 29, 2025

Last Updated:

August 2025

POSITION SUMMARY

The Nanaimo Airport Commission ("NAC") is a not-for-profit airport authority, created in 1990, to manage the Nanaimo Airport ("YCD"). The NAC owns the 224-hectare airport campus located in Cassidy, British Columbia approximately a 15-minute drive south of Nanaimo.

Reporting to the Vice President of Operations, Regulatory Affairs & Infrastructure (VPORAI), the Operations Administrator (OA) plays a multi-disciplinary role, working closely with colleagues, supervisors, and managers to support the effective management, maintenance, and responsibilities across a wide range of operational areas, including:

Assets Business & Financials Customer Service Digital & Information Technology Emergency Management Environmental Management Human Resources Operational Activities Projects Coordination Safety and Security
Under the direction of the VPORAI and in close collaboration with the Manager, Airport Operations (MAO), & Senior Manager, Regulatory Affairs and Infrastructure (SMRAI), the OA is responsible for, but not limited to:

Daily Operations SupportAssisting management team with any day-to-day airport operations to ensure smooth and efficient functioning. Document ControlPreparing, maintaining, updating and organizing operational documents including regulatory manuals, emergency plans, standard operating procedures (SOPs), standard operating guidelines (SOGs), and job performance requirements (JPRs). MeetingsSchedule and attend organizational meetings, organize catering, coordinate all required documentation, develop agendas and meeting notes, and follow up on action items with internal and external teams. ProcurementAdhere to FIN002 procurement and contracting policy while sourcing, arranging purchase orders (POs), purchasing, and retrieving goods for operations department. TrainingSchedule and arrange employee training both internally and externally, including but not limited to, arranging and scheduling flights and accommodations for emergency and operations training and provide employees with detailed itineraries and confirmation numbers. Additional Duties & Responsibilities*You may be assigned additional tasks, duties and responsibilities from time to time.

TRAINING/ORIENTATION

Working in an airport environment is unique and challenging and requires knowledge and adherence to both Provincial and Federal rules and regulations. At the Nanaimo Airport, there are extensive training programs in place to ensure adherence to safety requirements and regulations, and to ensure our employees are confident in their abilities to be successful in their roles. The following are some examples of training provided both internally and externally.

Human Factors Incident Command System (ICS) WHMIS Emergency Management Canadian Airports Accessibility Training Occupational Health & Safety (OHS) Safety Management System (SMS) First Aid

PREFERRED QUALIFICATIONS, SKILLS, EXPERIENCE, AND ABILITIES

Office management toolsFamiliarity with office management software and tools, including Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook), DocuSign, and virtual meeting platforms (i.e. Zoom, Teams, Meet). Attention to Detail*: Ensures work is completed accurately and to a high standard with a high degree of accuracy in recording and transcribing minutes.
Organizational & Time Management Skills*: Highly organized with strong planning, time, and project management abilities.
Communication Skills*: Proficient in both written and oral communication.
Interpersonal & Public Relations Skills*: Strong relationship-building abilities with internal and external stakeholders; experience in an airport environment preferred.
Document Creation*: Experience creating SOPs, SOGs, and JPRs is preferred.
Adaptability*: Flexible in managing changing priorities and multiple tasks simultaneously.
Collaboration*: Works effectively with diverse teams and stakeholders to achieve shared goals.
Problem-Solving*: Skilled at identifying operational issues and implementing practical solutions.
Technical Proficiency*: Familiar with office management tools, including Microsoft Office.
Confidentiality*: Maintains a high level of discretion and confidentiality.
Self-Direction*: Capable of completing projects independently with minimal supervision
Experience*: Prefer 5+ years of office administration, office assistant or relevant role.

REQUIRED QUALIFICATIONS AND LICENSES

Certificate, diploma, or bachelor's degree in business, administration, or a related field. Must be able pass an RCMP records check. Ability to meet Transport Canada security clearance requirements. Commitment to ongoing learning and development and maintaining professional designations.

WORK SCHEDULE

This is a temporary full-time position working 40 hours per week, Monday to Friday in an office setting intended to cover a maternity leave and expected to last approximately 12 to 18 months, with the possibility of extension.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work area is indoors in a climate-controlled environment with moderate background noise. Approximately 80% of this position's duties require use of a computer, sitting at a desk most of your working day. Visual acuity is necessary for reading documents, working on a computer, and managing records. The employee may occasionally be required to stand, walk, reach with hands and arms, and lift or move items up to 25 pounds (e.g., office supplies, files, small equipment, parcels). Occasional travel may be required for meetings, training, or errands related to operations. The role involves frequent interaction with staff, management, and external clients, requiring strong communication and interpersonal skills. Minimal opportunity to work from home.

APPLICATION PROCESS

To apply for this opportunity, please email your resume and cover letter in pdf format with the subject line of "Operations Administrator" plus your name to: careers@ycd.ca.

Please include three work-related references (letters of reference preferred).

Applications will be accepted until midnight on Friday August 29, 2025.

While Nanaimo Airport values all applications we receive, only those candidates shortlisted for further consideration will be contacted.

Nanaimo Airport is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.

Job Types: Full-time, Fixed term contract

Pay: $29.67 per hour

Schedule:

8 hour shift Monday to Friday
Work Location: In person