Administrative Coordinator

Stinson Aerial Services Inc.; Courtenay; Hybrid; CAD 45,000 - 60,000; Part time

Job summary

A growing drone services company is seeking an experienced Administrative Coordinator to support operations in Courtenay or Kamloops. This hybrid role involves managing administrative tasks, project coordination, and financial documentation. The ideal candidate should have strong organizational skills, proficiency in Microsoft Office Suite, and experience in remote work. This position offers a contract with potential for part- or full-time employment.

Qualifications

• Experience working remotely and meeting deadlines.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.

Responsibilities

• Manage crew schedules and coordinate meetings.
• Track project timelines and assist with reporting.
• Prepare invoice and expense reports.
• Support sales and training team with quotes.
• Schedule social media content and track engagement.

Skills

Organizational skills

Multitasking skills

Communication skills

Proficiency in Microsoft Office Suite

Experience in QuickBooks

Tools

Microsoft Office Suite

QuickBooks

Job description

Job Title: Administrative Coordinator

Reports To: AIRS Program Manager

Location: Remote in Courtenay or Kamloops, Hybrid in Courtenay only

Employment Type: Contract with potential to lead to part- or full-time employment

OVERVIEW:

We are a growing drone services company seeking an experienced, proactive, and organized Administrative Coordinator to support our operations, team, and clients. This role plays a critical part in ensuring our business runs smoothly by managing day-to-day administrative tasks, supporting project execution, and enhancing workflow efficiency across departments.

KEY RESPONSIBILITIES:

Administrative Support

• Assist with managing crew schedules.
• Schedule, coordinate, and document meetings.
• Manage company emails and general correspondence.
• Maintain organized filing systems and manage internal documentation.
• Support onboarding and training documentation for new hires.

Project Coordination

• Track project timelines and assist with reporting.
• Organize flight logs, photos, and project deliverables from field teams.
• Assist with permits, waivers, and documentation as required.
• Assist with coordination of project logistics.
• Support Operations & AIRS Managers, Safety Coordinator, and Marketing Manager as needed.

Financial & Office Management

• Help prepare invoice and expense reports.
• Track receipts and organize monthly expense documentation.
• Manage office supplies and equipment checklists.

Sales & Client Coordination

• Support the sales and training team with quotes, contracts, and CRM updates.
• Prepare client presentations or summary documents.
• Follow up with clients on project updates and service satisfaction.

Marketing Assistance

• Schedule social media content and track engagement.
• Coordinate marketing emails or newsletters.
• Collect content (photos, videos) from field teams for promotional use.
• Coordinate logistics for special events.

PREFERRED SKILLS & QUALIFICATIONS:

• Documented experience working remotely, efficiently, and meeting deadlines.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite.
• Understanding of accounting terminology and processes.
• Experience using QuickBooks.
• Excellent written and verbal communication skills. Interest or experience in drones, GIS, or a similar technical field.