About the Role
We are seeking a detail-oriented and highly organized Administrative and Production Assistant to join our team. The successful candidate will play a key role in streamlining, organizing, and improving processes across the organization.
This position is ideal for someone who thrives on creating order, enjoys problem-solving, and takes initiative in identifying more efficient ways of working.
This role provides administrative and operational support across the business, helping ensure projects run smoothly from the office while improving internal processes and supporting the leadership team.
This is an ideal opportunity for someone who enjoys bringing structure to busy environments, developing efficient systems, coordinating multiple priorities, and supporting both office administration and production operations.
Working from our Duncan you will have some flexibility in hours but will need to be available for a 7:00 am start 2-3 days per week. A company laptop will be provided.
What We Do
Island Basement Systems installs waterproofing and foundation repair systems to primarily residential buildings. Custom designed solutions for our clients means every day is a little different, and we service the entire Island. This position will mostly be focused in the Duncan area, travelling as needed up and down the island as needed. Check out www.islandbasementsystems.com for more info.
Our customers love the work that we do because we make their homes much cleaner, healthier, and safer....and every team member plays an important role in delivering that quality of service.
KEY RESPONSIBILITIES
Production & Project Coordination
- Coordinate jobs and projects with customers, suppliers, and internal team members.
- Assist with scheduling and tracking projects to ensure timely completion.
- Support production planning and job coordination activities.
- Order materials and supplies for upcoming projects.
- Maintain office and production inventory and ensure adequate stock levels.
- Track project documentation and maintain accurate project records.
- Assist the General Manager with the administrative coordination of production activities.
Process Improvement
- Review, document, and improve company processes and workflows.
- Develop, implement, and maintain standardized operating procedures.
- Identify inefficiencies and recommend practical solutions to improve productivity.
- Create process documentation, checklists, templates, and user guides to support consistency across the organization.
- Assist the President with ongoing operational improvement initiatives.
Administrative Support
- Perform a variety of day-to-day administrative duties including correspondence, filing, document management, data entry, scheduling, and record keeping.
- Coordinate meetings, calendars, and internal communications.
- Maintain electronic and paper filing systems.
- Prepare reports, forms, and other business documents.
- Assist with general office organization and administrative support as required.
Human Resources Administration
- Assist with employee onboarding and offboarding administration.
- Maintain employee files and HR documentation.
- Support training record administration, the learning management system and policy documentation.
- Assist with recruitment administration, scheduling interviews, and preparing employment documentation.
- Support payroll and benefits administration as required.
- Provide general administrative support for HR programs and initiatives.
QUALIFICATIONS
- A minimum of four years of administrative or office coordination experience.
- Experience supporting operations, production, construction, or project-based environments is considered an asset.
- Strong organizational and project coordination skills.
- Demonstrated ability to improve processes and develop efficient systems.
- Excellent attention to detail and commitment to accuracy.
- Strong written and verbal communication skills.
- Excellent time management and ability to manage multiple priorities.
- Proficient with Microsoft Office (Word, Excel, Outlook) and/or Google Workspace.
- Self-motivated with the ability to work independently
- Proven experience collaborating effectively with a team.
- Professional, resourceful, and solutions-focused.
WHO YOU ARE
- You naturally create order out of chaos.
- You enjoy building systems and improving processes.
- You're proactive and don't wait to be told what needs to be done.
- You can juggle multiple priorities without losing attention to detail.
- You're comfortable supporting a busy leadership team.
- You enjoy learning new things and taking on a wide variety of responsibilities.
- You take pride in helping a business run smoothly behind the scenes.
Pay: $27.00-$30.00 per hour
Application question(s):
- Are you currently located in the Cowichan Valley?
Experience:
- Administrative: 4 years (preferred)
- process improvement: 2 years (preferred)
Work Location: In person
