ADMINISTRATIVE COORDINATOR, TERMINAL OPERATIONS

Tsawwassen or Swartz Bay

The Opportunity

Terminal Operations plays a critical role in ensuring the safe, efficient, and coordinated delivery of services across multiple locations. Supporting several operational leaders, including the Director, Superintendent, and Regional Managers. This position is essential to maintaining smooth administrative operations, enabling informed decision-making, and ensuring the consistent flow of information across the region.

As an Administrative Coordinator within Terminal Operations, you will be the key organizational anchor behind a busy, multi-location operational environment. You’ll support senior leaders, manage core administrative systems, monitor non-labour budgets, coordinate divisional planning, and maintain the accuracy and integrity of critical safety and records management documentation.

If you thrive in a fast-paced environment, excel at anticipating needs, and take pride in being a calm and reliable centre of coordination, this role is an excellent next step in your administrative career.

The Role

Reporting to the Director, Superintendent, and Regional Managers, Terminal Operations, you contribute to divisional success through the following key responsibilities:

• Preparing correspondence, reports, minutes, briefing notes, and other documents, presentation materials, and handouts;
• Maintaining a current knowledge of divisional programs, their mandates, objectives, issues, budgets, methods of service delivery, and business cycles;
• Prioritizing and managing confidential and sensitive issues as required;
• Arranging and attending meetings, preparing agendas, recording minutes, and bringing forward pertinent issues and Conducting follow-up to verify or prompt implementation of agreed-upon courses of action;
• Maintaining confidential files, documents and records; establishing records management systems;
• Maintaining calendars; scheduling appointments, travel, and accommodation;
• Establishing and refining administrative support standards to ensure consistency;
• Developing and maintaining standards for office procedures and maintaining divisional priorities documentation;
• Manages the regional Terminal Operations planning calendar and tracks operations pre-planning projects;
• Provides budget analysis support, including managing the regional non-labour invoicing and accrual/tracking;
• Provides financial management and record-keeping services for all planned and authorized expenditures by:
• Coordinating the preparation and monitoring of departmental budgets
• Reviewing monthly financial management and varlance reports against approved budgets;conducting analysis of variances and resolving discrepancies while ensuring correct allocation of expenses
• Coding and verifying invoices and recommending payment
• Proof-reading and reconciling monthly budget expenditure data, maintaining support data for budget projection
• Preparing statistics for monthly activity report
• Travelling throughout the week to various POAs as operational needs require;
• Coordinates incident reporting and SMS updates and:
• Maintains Safety Management system controlled manuals and corrective action tracking for the region

What You Bring to the Team

• Diploma or Certificate in Business Administration (or equivalent)
• 3–5 years of experience providing confidential administrative support
• Proficient in the use of Microsoft Office Suite – Outlook, Word, Excel and PowerPoint
• Proficient in the use of Cognos, Workday Adaptive Planning and Maximo
• Ability to provide budget analysis reports using Cognos and Maximo
• Ability to compose correspondence that is clear, concise, accurate and grammatically correct
• Ability to communicate in a calm, non-confrontational manner
• Ability to establish and maintain strong working relationships
• Proven ability to work cooperatively in a team environment
• High level of self motivation and initiative
• Ability to independently work quickly and accurately under pressure

Join us! 

If this sounds like your next great career move, please submit your resume and cover letter by April 03, 2026 at 11:59pm. 

Additional Information  

The target salary range: $49,400 - $61,800 per annum. The starting salary is determined based on the successful candidate’s knowledge and experience, and on internal equity.  

 "We connect communities and customers to people and places important in their lives.” 

At BC Ferries, our employees are our most important assets in delivering our commitment to customer safety, service, and satisfaction. We support employment equity and diversity in the workplace, and we encourage applications from all qualified individuals including women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+), and others who reflect our ever-changing workplace.

We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.