Administrative and Facilities Coordinator

Organization Overview Learn. Develop. Succeed. is one of British Columbia’s fastest-growing education nonprofits, supporting more than 1,250 children, youth, and adults with learning and other brain-based differences. Through innovative, evidence-informed programming and our groundbreaking RISE Next Generation AI initiative, we are working to transform how individualized instruction is delivered and supported, with the long-term potential to reach over 100,000 learners across Canada. Learn more about our mission and impact here: https://ldsociety.ca/ Why join us? Joining us means becoming part of a passionate, collaborative team that is committed to innovation, impact, and inclusion. You will have the opportunity to: Build meaningful relationships with community partners, educators, supporters, and more. Contribute to a rapidly growing organization with ambitious goals and national impact. Help transform educational outcomes for children, youth, adults, and families. Work alongside dedicated educators, researchers, developers, and nonprofit leaders. Play a key role in advancing innovative solutions that combine human connection with emerging technologies. Grow professionally while helping shape the future of a mission-driven organization. Purpose of Position The Administrative and Facilities Coordinator is a key member of our Operations team, providing essential support to ensure smooth operations and day-to-day communication. This role involves monitoring communication channels, organizing administrative tasks, and maintaining a n exceptionally welcoming and efficient environment for our learners, families and all the staff team members . The Administrative and Facilities Coordinator works closely with the Operations and Human Resources Manager, and the Operations team to handle scheduling, data management, and general administrative responsibilities. T he Administrative and Facilities Coordinator position plays an integral role in tasks such as organizing receipts, managing schedule updates in our academic calendars, and assisting with placements during busy periods, and in- centre operations. Additionally, the role requires a strong focus on maintaining data accuracy and effective collaboration with team members to address operational needs and contribute to the smooth execution of daily activities . Principal Roles and Responsibilities Learning Centre(s) Operations Monitor and tidy classroom, pod, and group learning spaces, shared spaces (kitchens and bathrooms) , kits, and supplies to ensure sessions and operations run smoothly. Check and restock room s , kitchen s , bathroom s , prize bins, and other common area supplies as needed/scheduled. Work with the Centre Operations t e am to coordinate the ordering of supplies and materials for programming. Lead ordering and distribution of supplies for our in-person centres ; ensure delivery of supplies to requesting locations. Assist with the collection, processing, and filing of invoices and receipts for supply ordering and requests. Coordinate with external stakeholders and contractors as needed (e.x. , j unk removers, cleaners, landlords, etc.) Coordinate site visits/access from operations vendors such as landlords, internet and phone providers, vehicle technicians, electricians, plumbers, and other trades for regular, ad hoc, and emergency maintenance needs. Ensure office materials, technology, and supplies are in working order; facilitate repairs/replacements/ replenishment where needed. Warmly and profe ssionally greet, support and serve the public, learners of all ages, families, supporters and more as a n in-person, phone and email representative of our neuroaffirming charity. Attend to reception desk area tasks, including answering the phone/email, greeting visitors, addressing questions, and being attentive to the support needs of instructors and support staff. Keep the front desk email inbox organized in real time; flag, file, take action , and delete/unsubscribe as needed. Organize and tidy the lobby areas to maintain a welcoming environment. Help manage learner schedule changes/placements; assist with sending out room schedules as needed. Receive incoming mail; assist with scheduling couriers/mailing of documents and items. Program Supports Assist with distributing program-specific communications to families/learners, including sending out holiday communications, changes in scheduling, new program opportunities, and other marketing and promotional materials, or feedback on programs and cancellations. Attend to learners when no adult is present – limited supervisory requirements including calling parents/emergency contacts. Provide support with student placements; double-check data to ensure accuracy. Assist with forecasting centre(s) capacity for in-person sessions. Competencies Written and oral fluency in English (French not required) . Fluency in another language is an asset. Proficiency in Microsoft Suite of products (Outlook, Teams, Word, Excel) Experience using Asana or other project management software (asset) Experience managing a multi-line phone system and handling a high volume of inbound and outbound calls. An established record of exceptional customer service and professionalism. Ability to multi-task. Requirements 2+ years of experience in similar office/facilities focused roles . Experience in educational offices, schools or environments is an asset. Experience working with diverse populations, including those with learning differences, mental health challenges, or physical differences is an asset. Reliable attendance and punctuality. Understanding of working with diverse learners and families. Detail-oriented and excellent problem-solving abilities. A creative and collaborative team player mentality. Clean Criminal Record Check for working with the Vulnerable Sector (this can be performed afrer you are hired but before your first day of work) Eligibility to work in Canada Start date: August 17, 2026 (a later start for an ideal candidate is possible) Reports to: Operations & Human Resources Manager Hours of work : In office 40 hours per week plus a 30-minute unpaid break each day , split over Mondays to Fridays During the Regular academic term (beginning of September to end of June) , this role works 11:00am to 7:30pm During the summer academic term and other non-instructional time, this role works 9:30am to 6:00pm Remuneration and Benefits : $5 5 , 0 00 - $61,000 annual salary b ased on 40-hour work week, in person only. Financial support for relocation expenses is available. $1,000 contribution to RRSP or equivalent in 2026. For reference, our organization is currently researching whether and how we may participate in retirement savings / pension plan options. Updates on this may be offered during the interview process. Neuroaffirming and inclusive workplace Values-based organization with collaborative peers with a wide range of backgrounds and talents Inclusive culture and innovative workplace with opportunity for new approaches and growth Opportunities for team-wide and individual professional learning throughout the year On-site vehicle and bicycle parking and on major SkyTrain and bus routes. Paid vacation, plus office closure from December 25 to January 1, which does not count toward your vacation. Benefits entitlement after 3 months - Extended Health and Dental, and Travel as well as AD&D, CI, LTD and life insurance. LDS is proud to be a Certified Living Wage Employer in BC ! Location : Vancouver Learning Centre (3292 E Broadway, Vancouver, BC, Canada, V5M 1Z8) . This is an in-person role and is not eligible for remote or work-from-home time . Job Type: Full-time, permanent Equity : LDS is committed to employment equity and believes that a workforce that reflects the diversity of the communities we serve strengthens our ability to achieve our mission. We strongly encourage applicants of all genders, ethnic and cultural backgrounds, sexual orientations, abilities, and with a range of life experiences to apply. How to apply : Please apply directly through our careers page https://ldsociety.ca/careers/ . For any questions about the job posting, or if you need an accom m odation to apply , please contact [email protected] To complete your application, please submit a current and relevant resume, as well as answer a few short-form questions, in lieu of a cover letter Applications will be considered as received. Only shortlisted candidates will be contacted. Thank you for your interest. We look forward to hearing from you. LDS respectfully acknowledges that we live, work, and learn on the unceded territories of the Squamish, Musqueam, and Tsleil-Waututh Nations.