Land & Resources dept. Projects and Administration Coordinator

Ha-Shilth-Sa; Gold River (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Pension plan with 5.5% matching

Comprehensive employee benefit plan

31.5-hour workweek

Job summary

Ha-Shilth-Sa is seeking a Lands & Resources Projects and Administration Coordinator to provide administrative and project coordination support within the Lands & Resources portfolio. The role maintains project documentation, schedules, and registers, supports procurement, contract administration, and funding activities, and assists with invoicing and reporting to meet funder deadlines.

The coordinator will help track budgets, prepare reconciliations, and ensure projects remain compliant and

Qualifications

• Bachelor’s degree in business administration, Economics, Project Management, or related field.
• Three to five years of project administration, contracts, funding, or similar coordination role.
• PMI certification or equivalent is an asset.
• Experience with project management software (MS Project, Smartsheet, Asana, or similar) is an asset.

Responsibilities

• Coordinate project schedules, deliverables, and timelines; track actions with stakeholders.
• Maintain complete project files and documentation with consistent naming conventions.
• Maintain contracts/agreements register; support procurement and contract administration with vendors.
• Assist with funding applications, invoicing, and reporting; monitor deadlines.
• Prepare monthly reconciliations and variance notes for Finance review.

Skills

Project coordination

Contract administration

Budget management

Procurement processes

Documentation control

Stakeholder communication

Microsoft 365 proficiency

Education

Bachelor’s degree in business administration

Bachelor’s degree in Economics

Bachelor’s degree in Project Management

PMI certification (asset)

Experience with PM software (asset)

Job description

Position summary

Reporting to the Lands & Resources Projects and Funding Manager, the Lands & Resources (L&R) Projects and Administration Coordinator provide trusted administrative and project coordination support across the Lands & Resources portfolio within the Mowachaht/Muchalaht First Nation.

The role maintains project documentation, schedules, and registers; supports procurement and contract administration; and assists with funding applications, contribution agreements, invoicing, and reporting to meet internal and funder deadlines. The coordinator also supports budget tracking by preparing reconciliations and variance notes for Finance review, helping ensure projects remain compliant, well-documented, and delivered to standard.

Key responsibilities

• Coordinate project schedules, deliverables, and timelines across the Lands & Resources portfolio; track actions and follow up with internal and external stakeholders.
• Maintain complete project files and documentation (correspondence, permits, agreements, and reports) using consistent naming and filing standards.
• Maintain a contracts and agreements register (deliverables, reporting dates, renewals, and key terms) and support contract administration with consultants, contractors, and vendors.
• Support procurement processes by preparing purchase requisitions/POs, obtaining quotes, coordinating travel and logistics, and maintaining supporting documentation for Finance.
• Support funding activities by assisting with applications, contribution agreements, invoicing, and required reporting; monitor deadlines and ensure submissions are complete and on time.
• Track project budgets and expenditures using a budget tracker; prepare monthly reconciliations, variance notes, and coded backup for Finance review.
• Support the Manager with briefing notes, summaries, and presentations for internal reporting (including Council) and external partners/funders, as required.
• Maintain and update the department asset register and equipment list; coordinate inventories where required.
• Uphold confidentiality and sound judgement when handling sensitive information; ensure records are accurate, organised, and audit ready.
• Perform other related administrative duties and occasional field support as required by the department.

Skills & competencies

• Knowledge of, or willingness to learn about, First Nations communities, Title and Rights, culture, and reconciliation (including the United Nations Declaration on the Rights of Indigenous Peoples).
• Excellent written and verbal communication skills, including the ability to draft and proofread high-quality documents.
• Strong organisational skills and attention to detail; ability to manage competing priorities and deadlines.
• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, and Outlook) and confidence learning new systems; project management software is an asset.
• Working knowledge of contract administration, procurement, and records management; ability to maintain registers and well-organised files.
• Strong analytical skills to maintain trackers, identify variances, and provide clear summaries to support decision-making.
• Ability to build and maintain effective working relationships with colleagues, community members, contractors, and diverse stakeholders.

Conditions Of Employment

• Satisfactory RCMP Criminal Record Check.
• Valid driver’s licence and reliable vehicle for travel as required.
• Ability to travel and conduct occasional field visits.
• Work is primarily office-based; occasional field trips may be required.

Education/Experience

• Bachelor’s degree in business administration, Economics, Project Management, or a related field (or an equivalent combination of education and experience).
• Three to five years of progressively responsible experience in project administration, contracts, funding, or a similar coordination role.
• Project Management Institute (PMI) certification or equivalent is an asset.
• Experience with project management software (e.g., MS Project, Smartsheet, Asana, or similar) is an asset.

What do we offer?

• Competitive wages and a professional work environment.
• Modern office setting with attractive benefits, including:
• A pension plan with 5.5% matching contributions.
• A comprehensive employee benefit plan.
• A 31.5-hour workweek (63 hours per fortnight), supporting work-life balance.