Operations & Asset Coordinator

Heritage Christian Online School; Kelowna; Hybrid; CAD 52,000 - 55,000; Full time

Benefits offered by this job

Life Insurance

Long Term Disability

Extended Health & Benefits

Health Spending Account

RRSP Match

3 weeks vacation

Job summary

Heritage Christian Online School is seeking an Operations & Asset Coordinator in its Inclusive Education division. This full-time, hybrid role in Kelowna, BC oversees the full lifecycle of student technology—from procurement to disposal—and serves as the primary operational liaison among families, staff and vendors.

The position requires 2–3 years in office/ops, experience managing inventory, invoicing, and strong communication skills.

Qualifications

• 2-3 years of experience in office administration, operations, logistics, or a similar role.
• Post-secondary education in Business Administration, Operations Management, or a related field (or equivalent work experience).
• Experience in an educational setting is a strong asset.
• Experience in inventory management and shipping/receiving with major couriers.
• Proficiency in invoicing, reconciling credit card statements, and handling payments with accuracy.
• Excellent communication and organizational skills.

Responsibilities

• Handle the intake, sorting, and evaluation of physical inclusions and confidential student files; digitization at scale.
• Monitor stock levels for computers and essential supplies; trigger replenishment orders.
• Verify incoming shipments against invoices and tag assets for tracking; disburse hardware as needed.
• Coordinate asset distribution, providing accurate tracking information to staff and families.
• Coordinate asset returns; inspect, refurbish, and re-tag devices for inventory pool.
• Calculate equipment buyout costs for departing families and generate invoices.
• Receive and process payments, deposits and refunds.
• Serve as the initial contact for families reporting hardware issues and coordinate repairs.
• Act as liaison with manufacturers for warranty claims and repairs.
• Be the central communication hub for shipment timelines and asset availability.
• Handle sensitive financial discussions with discretion; support AP/AR and reconciliations.

Job description

Heritage Christian Online School is a thriving online learning community offering K-12 home and online education to students across the province. HCOS provides flexible solutions and programming tailored to every child’s learning journey.

HCOS has an opening for an Operations & Asset Coordinator in the Inclusive Education (IE) division. This is a full-time, hybrid position, working 32 hours per week in Kelowna, BC. The primary purpose of this position is to manage the full lifecycle of student technology, from procurement and distribution to financial recovery and warranty repair, while overseeing the secure digitization of confidential student records. This role serves as the primary operational liaison among families, staff, and vendors, ensuring students have the tools and support necessary for success.

Duties and Responsibilities

• Responsible for the initial intake, sorting, and evaluation of physical inclusions and confidential student files against retention requirements and executing high-volume digitization
• Monitor stock levels for computers and essential supplies; proactively identify shortages and trigger replenishment orders to prevent service gaps.
• Verify incoming shipments against invoices and asset-tag equipment for tracking. Coordinate the disbursement of hardware to families based on specific student requirements.
• Manage the logistics of equipment distribution, providing staff and families with accurate tracking information and status updates.
• Coordinate the return of assets from departing students; perform physical inspections, oversee refurbishment, and re-tag devices to re-enter the active inventory pool.
• Calculate equipment buyout costs for departing families, generate formal invoices, and manage the end-to-end collection process.
• Receive and process incoming payments, deposits and refunds.
• Serve as the initial point of contact for families reporting hardware issues, providing guidance on next steps.
• Manage the intake of damaged devices and act as the primary liaison with manufacturers to process warranty claims and coordinate repairs.
• Act as the central communication hub for families, teachers, and staff regarding shipment timelines, equipment availability, and return instructions.
• Handle sensitive conversations regarding outstanding equipment or financial balances with a professional, empathetic and solution-oriented approach.
• Support the business operations team by assisting with accounts payable/receivable, purchases and performing monthly reconciliations for department credit cards and expenses.

Qualifications

• Demonstrates a commitment to, and a lifestyle reflective of, the KCCS Foundational Beliefs
• 2-3 years of experience in office administration, operations, logistics, or a similar role.
• Post-secondary education in Business Administration, Operations Management, or a related field (or equivalent work experience).
• Experience in an educational setting is a strong asset.
• Demonstrated ability to manage physical inventory, coordinate shipping/receiving with major couriers, and track assets using database or spreadsheet tools.
• Proficiency in basic accounting tasks, including processing invoices, reconciling credit card statements, and handling payments with accuracy.
• Comfortable operating high-volume scanning equipment and managing digital file structures.
• Ability to explain technical or logistical details to non-technical families and navigate sensitive financial discussions with tact.
• Excellent communication skills, both verbal and written
• Excellent organization and time management skills, and the ability to multitask and prioritize work
• Strong analytical and problem-solving skills
• Ability to be discreet and handle confidential information sensitively
• Ability to effectively manage multiple projects and priorities
• Flexible attitude towards innovation and change
• Technologically proficient in Microsoft Office (Excel, Word and Outlook), Google Drive, Zoom, etc.

What we offer

• Competitive salary: $52,397.22-$55,101.32 annually, commensurate with experience.
• 32 hours per week, hybrid in Kelowna, BC
• 3 weeks annual vacation to start
• Benefits Package:
  • Life Insurance & Dependent Life Insurance
  • Long Term Disability
  • Extended Health and Benefits
  • Health Spending Account
  • Employee and Family Support Program
  • RRSP Match program

Applications will be accepted until September 8, 2026

Heritage Christian Online School (HCOS) is a ministry of Kelowna Christian Center Society (KCCS). KCCS was established in 1982 with a vision for the community and global influence. KCCS exists so that all people can experience abundant life in Christ by reaching, raising up and releasing people who reflect the kingdom of God, through creating communities of belonging and learning.