Administrative and Facilities Coordinator

Organization Overview

Learn. . is one of British Columbias fastest-growing education nonprofits supporting more than 1250 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 100000 learners across Canada.

Learn more about our mission andimpacthere: 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 withcommunity 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 researchersdevelopersand 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 ofourOperationsteam providing essential support to ensure smooth operations and day-to-day communication. This role involves monitoring communication channels organizing administrative tasks andmaintainingan exceptionallywelcoming and efficient environment forour learnersfamiliesand all the staff team members. The Administrative and Facilities Coordinator works closely with the Operations and Human Resources Manager and the Operationsteam to handle scheduling data management and general administrative responsibilities.

The Administrative and Facilities Coordinator position plays an integral role in tasks such as organizing receipts managing schedule updates in our academic calendars andassistingwith placements during busy periods and in-centreoperations. Additionally the role requires a strong focus onmaintainingdata accuracy and effective collaboration with team members to address operational needs and contribute to the smooth execution of daily activities.

Principal Roles and Responsibilities

LearningCentre(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 rooms kitchens bathrooms prize bins and othercommon areasupplies as needed/scheduled.

• Work with the Centre Operations team to coordinate the ordering of supplies and materials for programming.

• Lead ordering and distribution of supplies for our in-personcentres; ensure delivery of supplies torequestinglocations.

• Assistwith the collection processing and filing of invoices and receipts for supply ordering and requests.

• Coordinate with external stakeholders and contractors as needed (e.x.junk 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;facilitaterepairs/replacements/replenishment where needed.
• Warmly and professionally greetsupportand serve the public learners of all ages families supporters and more as an in-person phoneand emailrepresentative of ourneuroaffirmingcharity.

• Attend to reception desk area tasks including answering the phone/email greeting visitors addressing questions and being attentive to thesupport needsof instructors andsupportstaff.

• Keep the front desk email inbox organized in real time; flag filetake action and delete/unsubscribe as needed.

• Organize and tidy the lobby areas tomaintaina welcoming environment.

• Help manage learner schedule changes/placements;assistwith sending out room schedules as needed.

• Receive incoming mail;assistwith scheduling couriers/mailing of documents and items.

Program Supports

• Assistwith 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.

• Assistwith forecastingcentre(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 yearsofexperience 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 weekplus a 30-minute unpaid break each day split over Mondays to Fridays

• During the Regular academic term (beginning of September toendof 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:

• $55000- $61000annual salarybased on40-hourwork week in person only.

• Financial support for relocation expenses is available.

• $1000 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 majorSkyTrainand 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 Dentaland Travel as well as AD&D CI LTD and life insurance.

LDS is proud to be a CertifiedLiving Wage Employer in BC!

Location:VancouverLearning Centre(3292 E Broadway Vancouver BC Canada V5M 1Z8). This is an in-person role and is not eligible for remote or work-from-hometime.

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 abilitiesand witha range of life experiences to apply.

How to apply: Pleaseapply directly through our careers page any questions about the job posting or if you needan accommodation toapplyplease contact

• To complete your application pleasesubmita current and relevant resume as well as answera fewshort-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 acknowledgesthatwelive work and learn on the unceded territories of the SquamishMusqueam and Tsleil-Waututh Nations.