Projects and Administration Coordinator, Lands & Resources dept.

Résumé du poste

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 (MMFN). 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…

Détails du poste

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 (MMFN). 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. Education/Experience: ● Bachelor’s degree in business administration or economics (4-year University Education completed) required. ● 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. 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. 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 63 biweekly workhours with alternating Fridays off, supporting work-life balance. MMFN welcomes applications from all qualified candidates. We will offer a comprehensive relocation package for suitable candidates located outside of Gold River, BC.

Ce que vous ferez

The coordinator will provide administrative and project coordination support across the Lands & Resources portfolio, maintaining project documentation and schedules. They will also assist with funding applications, contract administration, and budget tracking to ensure compliance and timely reporting.

Exigences

A bachelor's degree in business administration or economics is required, along with three to five years of relevant experience in project administration or a similar role. Knowledge of First Nations communities and proficiency in Microsoft 365 are also important.

Avantages

• Pension Plan • Comprehensive Employee Benefit Plan

Compétences indiquées

• Project Coordination · Souhaitée
• Budget · Souhaitée
• Microsoft · Souhaitée
• management · Souhaitée
• Documentation · Souhaitée
• Reporting · Souhaitée
• contracts · Souhaitée
• Administrative · Souhaitée
• Gestion de projet · Souhaitée
• invoicing · Souhaitée
• Procurement · Souhaitée
• coordination · Souhaitée

Autres compétences pertinentes

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Project Coordination
• Contract Administration
• Procurement
• Budget Tracking
• Communication
• Organizational Skills
• Analytical Skills
• Microsoft 365
• Records Management
• Relationship Building
• Attention to Detail
• Field Support
• First Nations Knowledge
• Funding Applications
• Documentation Management
• Time Management