Administrative Coordinator

AOT Technologies

. Coordinate calendars, meetings, and travel arrangements for AOT’s staff and leadership .

Posted 11/3/2026full-timeVictoria • CanadaJuniorMid-Level💰 CA$65,000 - CA$70,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organizational and communication skills while managing administrative tasks, coordinating office operations, and supporting staff and leadership effectively. Proficient in Google Workspace and capable of handling confidential information with discretion.

Highest-signal resume keywords

Administrative CoordinationOffice ManagementGoogle Workspace ProficiencyOrganizational SkillsVerbal And Written Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementInvoice ProcessingExpense ReportingDocument PreparationAsset TrackingMobile Device ManagementOnboarding LogisticsEvent CoordinationFiling Systems ManagementOffice Operations Coordination

Soft Skills

Strong Organizational SkillsDiscretion With Confidential InformationAbility To Manage Competing PrioritiesClear CommunicationComfort With Technology

Industry Keywords

Administrative SupportClient EventsOffice Supplies ManagementBuilding ManagementJanitorial Services

About the role

Key responsibilities & impact

Coordinate calendars, meetings, and travel arrangements for AOT’s staff and leadership
Serve as the first point of contact for general inquiries by phone and email
Maintain organized digital and physical filing systems, records, and shared drives
Oversee device management, including inventory/asset tracking and mobile device management, in coordination with the Compliance team
Process invoices, expense reports, and purchase orders in coordination with the Finance team
Assist with onboarding and offboarding logistics, including equipment, accounts, and workspace setup
Assist with in-person client events, conferences, and meetings, including catering, swag, and logistics
Prepare documents, reports, presentations, and correspondence
Coordinate office operations, including incoming mail and deliveries, office supplies and equipment, building management, and janitorial services
Identify ways to improve administrative processes and documentation
Take on other administrative projects as needed

Requirements

What you’ll need

2+ years of experience in an administrative, coordination, office management, or executive support role
Clear, professional written and verbal communication
Strong organizational skills and the ability to manage competing priorities across teams
Comfort with technology and learning new systems quickly
Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
Based in Victoria, BC, and able to work on site at the Victoria office at least two days per week, plus additional days as needed, including for client events and conferences
Discretion with confidential information

Benefits

Comp & perks

A hybrid role in a remote-first company (minimum of two days per week on site in Victoria, BC + three days per week remote)
Continuous learning and professional development opportunities
Flexible schedules and generous paid time off
Competitive health, dental, and wellness benefits from Day 1
Employer-sponsored deferred profit-sharing plan
A collaborative, mission-driven culture where your work matters