Type: Full-Time, Permanent

Reports to: Senior Manager, Vegetation Management

Department: Vegetation Management

Location: North Vancouver (Hybrid)

About Us: Established by Tsleil-Waututh Nation, Inlailawatash is an innovative and growing First Nations owned company providing a range of natural and cultural resource services. Comprising natural resource, forestry, fisheries, archaeology, and GIS professionals, Inlailawatash prioritizes respect for Indigenous and environmental values throughout its business. 

Visit www.inlailawatash.ca for more details.

Job Summary: The role of the VM Office Administrator is to manage everyday financial activities, facilitate overall company processes and procedures, and provide administrative and project coordination support to the Inlailawatash VM team. Office Administrator is responsible for the effective management of VM’s administrative and financial systems for the purpose of creating a productive work environment for VM employees.

Key Responsibilities:

• Facilitate day-to-day financial operations: crew time management & tracking, invoicing, accounts payable/receivable, handling change orders, credit card and account reconciliation, and other transactions
• Manage project setup and project status updates
• Support VM Managers and VM Coordinator with crew scheduling, project coordination, estimating, product and service requests and purchases
• Prepare monthly and quarterly financial reporting for VM Managers
• Coordinate communication within members of VM team and between the VM Program and other business areas of Inlailawatash
• Reception functions: schedule meetings, attend crew and client meeting, take notes, book travel, respond to customer/client requests, redirect mail
• Support project analysis, validation of plans, and ad-hoc requests
• Ensure compliance with accounting policies and regulatory requirements, such as NSC (National Safety Code): records management, driver’s management and record keeping and updating
• Assist with preparation of the annual BCFSC SAFE audits
• Liaise and communicate with clients representing VM Managers as required and dictated by their fieldwork schedules
• Fleet management: records management, driver’s management and record keeping, vehicle and equipment (pole pruners, hydraulic saw testing), crew truck upkeeping, maintenance, service, cleaning, cost tracking of crew vehicles and equipment
• Facilitating VM crew understanding of standards, policies, and procedures
• Assisting in the onboarding processes for new hires and contract renewals
• Support the company’s Health and Safety program including timely submissions of incident reports.
• Maintain company business licenses and insurance certificate requirements for VM projects
• Assist with planning for crew training & professional development

Qualifications and Skills:

• Bachelor's degree in Finance, Accounting, or Business Management, or the equivalent degree in a related/specialized field and two+ years of related experience in accounts receivable, general bookkeeping, business management, etc.
• Strong demonstrated use of Excel and Word and QuickBooks.
• Highly organized self-starter with a strong attention to detail and accuracy.
• Adaptive with tight deadlines, changing priorities and client requests.
• Strong verbal and written communication.
• Previous experience working for or with an Indigenous community or organization is an asset.
• Positive attitude and desire to work as part of a dynamic team.
• Ability to synthesize large quantities of complex data into actionable information.
• Ability to work and effectively communicate within an established team.
• Ability to work independently and as part of a team.

• Interest in working with and learning about Indigenous communities.

   

Working Conditions:   

Physical 

• Significant desk work with long periods of manual dexterity activities
• Occasional scanning and collating of financial documents.
• Dynamic environment with multiple demands, changing priorities and constant interruptions.
• Highly sensitive financial, legal, confidential, and political issues.
• Engagement with other departments. Limited interaction with clients, contractors, levels of government and First Nations.
• Occasional meetings outside normal office hours.

Psychological

• Long periods synthesizing complex and diverse information.

• High workload 

   

Travel: Although this position is primarily office based, there may be a portion of time spent traveling. 

Working Hours: 35-hour per week, overtime as required.

Expected Start Date: As soon as possible, willing to wait for the right candidate.

Compensation: $30-$44/h CAD; Plus, Extended Health Benefits & Pension Plan

Appy by:

Submit your cover letter and resume to employment@inlailawatash.ca.

Subject line: VM Office Administrator – [Your Last Name, First Name] (e.g., VM Office Administrator – Smith, Jane).

Note: Applicants of Indigenous ancestry are strongly encouraged to apply.

We thank all applicants for their interest. While only short-listed candidates will be contacted, others may be kept in our database for future opportunities.