Administrative Coordinator

Rubicon Organics™; Delta; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading organic cannabis company in Delta, B.C. is seeking an Administrative Coordinator to support engineering and maintenance departments. The role involves procurement, vendor coordination, and data management. The ideal candidate has 2+ years of experience, strong organizational skills, and proficiency in Microsoft Office. Join a passionate team and enjoy benefits like an annual bonus and health coverage.

Benefits

Annual bonus

Comprehensive medical and dental benefits

Dog friendly office

Qualifications

• Proven experience (2+ years) in an administrative, procurement, or operations support role.
• Ability to handle multiple priorities and deadlines in a dynamic environment.
• Typing proficiency and strong accuracy in data entry.

Responsibilities

• Handle vendor submittals and support procurement cycles.
• Input and update data in maintenance management software (CMMS).
• Coordinate timelines and deliveries for capital projects.

Skills

Organizational skills

Vendor relationship management

Proficiency in Microsoft Office Suite

Attention to detail

Strong communication skills

Tools

ERP systems

Maintenance management software

Job description

Rubicon Organics’ mission is to grow the best cannabis on Earth and for the Earth and today we are doing just that out of our state-of-the art greenhouse facility located in Delta, B.C. We are growing and expanding quickly while on our journey as Canada’s leading house of premium brands.

We’re seeking a proactive and highly organized Administrative Coordinator to support our Engineering, Facilities, and Maintenance departments. This critical role will drive day-to-day administrative and procurement processes, ensure accurate data entries, and serve as a reliable liaison between internal teams and external vendors. If you thrive in a fast-paced environment and have a passion for streamlining operations, we want to meet you.

Key Responsibilities:

Procurement & Vendor Coordination

• Handle vendor submittals, RFQs, and support procurement cycles from requisition through PO creation to final receipt
• Track parts orders and deliveries, especially for capital projects and critical maintenance needs
• Reconcile shipments with ERP records and resolve discrepancies
• Maintain vendor records, assist in onboarding, and support ongoing vendor relationship management
  
  

Maintenance & Facilities Support

• Input and update data in our maintenance management software (CMMS)
• Assist with generating and maintaining work instructions, SOPs, and facility documentation
• Support maintenance scheduling and parts inventory tracking
  
  

Project & Meeting Support

• Coordinate timelines and deliveries for capital projects
• Schedule vendor visits and project-related meetings
• Document and distribute meeting agendas, minutes, and action items
  
  

Administrative & Office Management

• Order and maintain inventory of office and operational supplies
• Ensure proper function of office equipment such as copiers, printers, and scanners
• Maintain clear, professional correspondence through phone calls, emails, memos, and letters
• Assist in editing or drafting of communication materials, reports, and SOPs
• Perform other duties as required.
  
  

Qualifications:

• Proven experience (2+ years) in an administrative, procurement, or operations support role
• Familiarity with ERP systems and maintenance software
• Strong organizational skills and attention to detail
• Excellent communication and vendor relationship skills
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Ability to handle multiple priorities and deadlines in a dynamic environment
• Experience in a manufacturing, engineering, or industrial environment is a plus
• Typing proficiency and strong accuracy in data entry
• Familiarity with standard office equipment and practices
  
  

Why Join Us?

At Rubicon Organics, you’ll join a passionate, driven team committed to doing things the right way—for our people, our planet, and the legacy we’re building, one bud at a time.

This is a high-impact opportunity where your expertise will be seen, valued, and felt across the organization. You’ll grow alongside one of Canada’s leading organic cannabis companies, in a business that values learning and development as much as results.

We offer an annual bonus, comprehensive medical and dental benefits, dog friendly office, and the chance to be part of something meaningful.

If that sounds like your kind of place, we’d love to hear from you.