Business Administration Coordinator

GeoSpectrum Technologies Inc.; Port Coquitlam; On-site; CAD 55,000 - 70,000; Full time

Benefits offered by this job

Competitive base salary

Work-life balance with core hours

Paid time off

Extended health group plan

On-site parking

Free coffee/tea

Job summary

International Submarine Engineering in Port Coquitlam, BC is seeking a Business Administration Coordinator to support day-to-day operations and keep key projects on track. You will collaborate with senior leaders and cross-functional teams to ensure smooth project administration, office operations, and confidential handling of information.

The role offers diverse responsibilities across finance, operations, HR and marketing support, with a focus on organization, accuracy, and timely delivery in

Qualifications

• Post-secondary education in Business Administration, Accounting, Project Management, or related field.
• Experience as a coordinator/administrative/project support in a technical/engineering environment.
• Ability to schedule tasks with competing priorities.
• Experience working with department leaders.
• Proficient in MS Office and online company portals.
• Excellent organization and time management; able to meet deadlines.
• Strong financial acumen and math skills.
• Ability to develop procedures and documentation.
• Proven experience building relationships with clients and vendors.
• Ability to reliably commute to the workplace.

Responsibilities

• Support Finance with day-to-day branch financial activities, including invoice processing, job costing, financial reporting, and management of cash accounts.
• Handle subcontract administration, including tracking, reconciliation, payment processing, and maintaining accurate records.
• Facilitate clear communication of the full project administration life-cycle between Finance and cross-functional teams.
• Manage project administration tasks such as product logistics coordination, shipment tracking, report validation, progress reporting, and documentation.
• Assist with monitoring project timelines and deliverables, ensuring required documentation and administrative tasks are completed on schedule.
• Provide administrative support to senior leadership including scheduling, correspondence, report preparation, and special assignments.
• Manage visitor requests, coordinate site access, security clearances, and on-site logistics for clients, vendors, and guests.
• Handle general office coordination tasks such as data entry, document formatting, and office supply inventory management.
• Support the planning and execution of internal and external meetings.
• Contribute to digital document processing, governance, filing systems, and compliance with company standards.
• Support People & Culture with BC workplace policy maintenance, onboarding, training coordination, employee engagement initiatives, and HR-related support.
• Upon request, may support Marketing with business presentations, marketing packages, proposals, and other professional materials.

Skills

MS Office Suite

Time management

Financial acumen

Procedures development

Prioritization

Relationship management

Commute to workplace

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Job description

International Submarine Engineering

Location: Port Coquitlam, BC

Workplace: Onsite

Career Opportunity

ISE is seeking a Business Administration Coordinator to join our team!

Reporting to the Director of ISE, this role is at the heart of supporting ISE's day-to-day operations and helping keep key projects and initiatives running smoothly. Working closely with senior leaders and cross-functional teams, the Business Administration Coordinator ensures smooth day-to-day office operations, effective project administration, and strong coordination between finance, operations, and cross-functional teams. This is an exciting opportunity for a highly organized, detail-oriented professional who enjoys variety, thrives in a fast-paced environment, and can be trusted to manage competing priorities and confidential information with professionalism and discretion.

Key Responsibilities

Project Administration & Accounting

• Support Finance with day-to-day branch financial activities, including invoice processing, job costing, financial reporting, and management of cash accounts.
• Handle subcontract administration, including tracking, reconciliation, payment processing, and maintaining accurate records.
• Facilitate clear communication of the full project administration life‑cycle between Finance and cross-functional teams (engineering, operations, procurement, etc.).
• Manage project administration tasks such as product logistics coordination, shipment tracking, report validation, progress reporting, and documentation throughout the project lifecycle.
• Assist with monitoring project timelines and deliverables, ensuring required documentation and administrative tasks are completed on schedule.

Operations Administration

• Provide comprehensive administrative support to the senior leadership team, including scheduling, correspondence, report preparation, and special assignments upon requests.
• Manage visitor requests, coordinate site access, security clearances, and on‑site logistics for clients, vendors, and guests.
• Handle general office coordination tasks such as data entry, document formatting, and office supply inventory management.
• Support the planning and execution of internal and external meetings.
• Contribute to digital document processing, document governance, filing systems, and compliance with company standards.
• Support People & Culture with BC workplace policy maintenance, new hire onboarding, training coordination, employee engagement initiatives, and other HR‑related administrative support.
• Upon request, may support Marketing with business presentations, marketing packages, proposals, and other professional business materials.

Qualifications

• Post‑secondary education in Business Administration, Accounting, Project Management, or a related field, or equivalent combination of education and relevant experience.
• Previous experience in a coordinator, administrative, or project support role, preferably in a technical, engineering, manufacturing, or operations environment.
• Experience scheduling and managing various assignments with competing priorities.
• Experience working with various department leaders, an asset.
• Proficient in Microsoft Office suite, online research and using online company portals.
• Excellent organization and time management skills and ability to meet deadlines.
• Sound financial business acumen and proficient math skills.
• Ability to develop procedures and documentation.
• Demonstrated success in developing and maintaining customer, client, and vendor relationships with high level of satisfaction.
• Ability to reliably commute to the workplace.

Security Requirements

All candidates must be eligible to obtain and maintain Canadian Controlled Goods and Canadian Government Security clearances.

About Us

For over 50 years, International Submarine Engineering (ISE) has been a world leader in the production of manned and unmanned underwater vehicles.

ISE offers a workplace where you will have an opportunity to contribute to cutting‑edge technology from concept to delivery. We design, engineer and manufacture state‑of‑the‑art subsea vehicles. Simply put - we make cool and innovative technology.

We place great emphasis on developing equipment to meet the specific requirements of each client's unique mission. ISE's highly skilled team produce reliable, customized and mission‑driven vehicles that exceed customer expectations.

Total Rewards

We recognize that our people are our most valuable asset. Our Total Rewards package is designed to support your wellbeing, growth, and long‑term success. It includes a competitive base salary, comprehensive health and wellness benefits, paid time off, opportunities for professional development, and programs that recognize and reward your contributions.

We offer:

• Competitive salary based on experience
• Work‑life balance with core hours
• Paid time off
• Employee‑family assistance program
• Comprehensive Extended Health Group plan benefits
• Virtual healthcare
• GRSP employer match plan
• Corporate discounts and perks
• Career development opportunities
• Professional development and training
• Free on‑site parking
• Free coffee/tea

Professional Development

ISE is committed to creating an environment where colleagues can thrive both professionally and personally, while advancing cutting‑edge underwater technology. You’ll engage in regular development and performance discussions with your manager, have access to an online learning platform, and benefit from mentoring programs designed to strengthen your skills and open doors to new opportunities in your field.

We foster a collaborative and inclusive workplace where diverse perspectives are valued, opportunities for growth are equitable, and every colleague can reach their full potential. At ISE, we hire and develop talented individuals who drive innovation.

Accommodation

International Submarine Engineering is committed to employment equity and building a diverse workforce where every employee can bring their best self to work. We encourage applicants from all qualified individuals, including underrepresented individuals who identify as Black Canadian, racially visible, Indigenous persons, LGBTQIA2S+, persons with disabilities, and women. ISE will accommodate applicants' disability‑related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you are a member of an equity group, we encourage you to self‑identify on either your application form, covering letter, or resume.