Coaching Coordinator

Breakthrough Academy; Vancouver; On-site; CAD 60,000 - 76,000; Full time

Benefits offered by this job

Competitive compensation

RRSP matching

Extended health benefits

Paid time off

Team travel events

Job summary

Breakthrough Academy in Vancouver is seeking a Coaching Coordinator to streamline coaching operations for Members and coaches. You will organize recurring sessions, arrange presenters, and ensure resources are easily accessible for participants.

If you enjoy structure, clear checklists, and timely follow-ups, you’ll help the team deliver high‑quality coaching experiences while balancing calendars and cross‑team communications.

Qualifications

• Experience coordinating schedules, meetings, and multiple stakeholders.
• Proven ability to support recurring meetings from prep to follow-up.
• Excellent written communication for updates and follow-ups.
• Experience using task management systems and checklists.
• Strong attention to detail with organized records and SOPs.

Responsibilities

• Coordinate recurring coaching sessions and group meetings with aligned attendees.
• Prepare materials, outreach to presenters, and capture key takeaways.
• Support live online sessions, manage breakout rooms, and track attendance.
• Send clear pre- and post-meeting communications.
• Track notes, action items, and follow-ups in systems.
• Assist onboarding of new coaches and transitions between stages.
• Maintain up-to-date resources and SOPs.
• Coordinate updates with coaching, sales, member support and operations.

Skills

Calendar management

Meeting coordination

Email communications

Attention to detail

Cross-team collaboration

SOP development

Tools

Zoom

Google Workspace

Asana

Zoho CRM

Job description

If this sounds like you, read on.

• Do you get energy from helping hardworking entrepreneurs in construction, trades, and contracting build stronger businesses, even when your work happens behind the scenes?
• Are you the person who can take a busy coaching calendar, multiple moving parts, and a dozen important details and make the whole experience feel seamless for everyone involved?
• Do you care about what happens after a great coaching session, making sure business owners have the right resources, clear next steps, and the support to put what they’ve learned into action?
• Do you enjoy working with coaches who are deeply invested in their Members’ success and helping them spend more time coaching and less time chasing logistics?
• Are you at your best when you’re coordinating presenters, preparing meetings, managing communications, tracking follow-ups, and making sure nothing important gets lost along the way?
• Do you take pride in being reliable, organized, and one step ahead, especially when your work helps business owners make real progress in their companies?
• Would you be excited to join a company with serious momentum, a genuinely strong culture, and a mission that has a direct impact on entrepreneurs and the teams they lead?

ABOUT BREAKTHROUGH ACADEMY

Breakthrough Academy specializes in helping high-performing entrepreneurs in the contracting industry grow their businesses by implementing excellent operational systems into their companies. We believe in the unlimited potential of entrepreneurship and help our Members (customers) break through barriers and take their businesses to the next level. Our proprietary training program brings systemization to a contracting company's operations, develops an entrepreneur's core business skills, and holds accountability to goals through a clear business plan.

Breakthrough Academy is now 11 years old and evolving rapidly, with over 750 business owners developing inside our program, and an incredible team of 55+ individuals who make an impact on our Members every single day. We're now entering one of the most exciting chapters in our company's history. We have a proven market, a strong brand, an incredible community of Members, and a tremendous opportunity ahead of us.

Our Coaching team works directly with the business owners who come to BTA ready to make meaningful changes in their companies. Behind every coaching meeting is a great deal of coordination: getting the right people in the room, preparing coaches and presenters, making information easy to access, and following through so Members can keep moving forward. We’re looking for a Coaching Coordinator who takes ownership of those details and helps deliver a consistent, high-quality experience for our Members and coaches.

This is where you come in.

THIS IS FOR YOU IF:

• You care about the people behind the businesses we serve. You know that a well-run meeting or timely follow-up can help a busy owner stay engaged and take the next step.
• You have a high bar for yourself. You notice the missing detail, follow through on commitments, and want coaches and Members to be able to count on you.
• You enjoy making complex schedules and recurring meetings run smoothly. Preparing a presenter, coordinating a session, managing breakout rooms, and getting the recording and resources out afterward all feel like parts of one job to you.
• You communicate clearly. You can turn meeting notes and scattered updates into an email that tells people what they need to know and what happens next.
• You’re comfortable with structure and routine. Checklists, timelines, and systems help you deliver great work consistently, and you can see when a process needs to improve.
• You don’t wait for someone to ask whether a follow-up was sent or a task was completed. You keep track, check in, and close the loop.
• You like being part of a team. You’re happy to help coaches, coordinate with Sales and Member Success, and make transitions easier for the Members moving through our program.
• You want to work somewhere that has ambition without the corporate bureaucracy. People here care about winning, growing, and doing exceptional work, but they also care about their families, friends, hobbies, travel, and having a life outside of work.

IN THE ROLE, YOU WILL:

• Coordinate recurring coaching sessions and group meetings, keeping schedules, calendar invitations, agendas, presenters, coaches, and members aligned.
• Manage meeting preparation and follow-up, including presenter outreach, practice sessions, reminder emails, recordings, slide decks, and key takeaways.
• Support live online sessions by setting up groups and breakout rooms, tracking attendance, admitting participants, and helping each session run smoothly.
• Write and send clear, timely communications before and after meetings, tailoring information and resources to the members and groups attending.
• Track meeting notes, action items, attendance, member requests, and follow-ups in our systems so coaches have accurate information and next steps are completed.
• Support members throughout their coaching program, including onboarding, check-ins, meeting bookings, group changes, and transitions between program stages or coaches.
• Help onboard new coaches by coordinating schedules, opportunities to observe experienced coaches, training, system access, and key milestones.
• Keep coaching resources, recordings, meeting materials, standard operating procedures, and program information organized and up to date, and help improve the systems the team relies on.
• Work closely with the coaching, sales, member support, and operations teams to coordinate updates, support events and program milestones, and deliver a smooth member experience.

EXPERIENCE REQUIRED

• Experience in a coordination, administrative, operations support, or similar role involving schedules, meetings, and multiple stakeholders.
• Experience supporting recurring meetings or programs from preparation through live execution and follow-up.
• Strong calendar and meeting logistics skills, including coordinating invitations, presenters, video meetings, and changing schedules.
• Clear written communication skills and experience preparing emails, updates, meeting notes, or follow-up materials for different audiences.
• Experience using task management systems, checklists, or workflows to track deadlines, action items, and work across several priorities.
• Strong attention to detail and the ability to keep records, resources, and documentation accurate and easy for others to use.
• Comfort working with Zoom, Google Workspace, and scheduling tools, with the ability to learn systems such as Asana and Zoho CRM quickly.
• Experience creating, following, or improving SOPs and repeatable processes.
• The ability to work effectively with people across different teams and keep information flowing between them.
• Reliability and sound judgment when handling Member information, internal communications, and time-sensitive requests.
• A practical, hands-on approach. You’re comfortable doing the detailed work, solving problems as they come up, and seeing things through to completion.

THE BENEFITS

• Play a meaningful part in helping construction, trades, and contracting business owners build stronger companies and create more opportunity for the people on their teams.
• Join a growing, founder-led company where you can know the people you work with and see the impact of your work every day.
• Work alongside - and learn from - ambitious, thoughtful people who care deeply about doing great work and genuinely enjoy working together.
• Be part of a culture that values quality of life. We work hard, but we also care about family, friendships, travel, hobbies, and having a life outside of work.
• Enjoy a competitive compensation package, including a strong base salary, RRSP matching, extended health benefits, and paid time off.
• Enjoy amazing travel perks and company events in epic locations, with our team events this year ranging from the warm beaches of Cabo to the serene outdoors in Canmore.

We thank you for your time and interest. We will reach out directly to shortlisted applicants.