Planning and Engineering Administrative Coordinator

  JOB POSTING

Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community.  As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.

POSITION TITLE:             Planning and Engineering Administrative Coordinator    

DEPARTMENT:                        Planning & Engineering

SUPERVISOR:                          Planning & Engineering Manager

TERMS:                                    Full-time, Permanent

REFERENCE #:                         2026-120

Purpose of Position:

The Planning & Engineering Administrative Coordinator provides administrative and coordination support to the Planning & Engineering Department, helping to organize departmental workflow and ensure efficient day-to-day operations.

This role supports a diverse range of Planning & Engineering activities, including project administration, regulatory documentation and reporting, asset and records management, funding applications, submission deadlines, meetings, and departmental initiatives. The Administrative Coordinator serves as an important resource for the Planning & Engineering team and assists with coordination between TteS departments, community members, contractors, external agencies, and other partners.

The position performs a range of administrative and records management duties, including purchase orders, timesheet administration, maintaining departmental records and statistics, asset management, recruitment and onboarding support, and updating departmental policies, procedures, and forms. The Coordinator also supports departmental projects, community engagement activities, funding applications, reporting, and capital project administration.

Duties and Responsibilities:

Support daily functions of the Planning and Engineering Department (95%)

• • Support the Planning & Engineering Department in planning, organizing, coordinating, and delivering departmental activities.
  • Prepare meeting agendas, take minutes, maintain records, and track action items and follow-up. 
  • Prepare correspondence, letters, memos, reports, presentations, and other departmental documents.
  • Manage calls, messages, emails, visitors, and general inquiries professionally and efficiently.
  • Respond to inquiries from community members, contractors, internal departments, and external agencies and direct requests to appropriate personnel.
  • Receive service requests and relay information to appropriate departmental or field personnel, including requests involving urgent or emergency conditions.
  • Enter and maintain work orders and related documentation.
  • Track and process departmental timesheets.
  • Coordinate the ordering of materials, supplies, and other departmental requirements.
  • Maintain departmental records, including electronic and hard-copy files, databases, financial records, purchase orders, and file-sharing systems.
  • Support recruitment, onboarding, training, and other human resource processes within the department.
  • Support the development and updating of departmental policies, procedures, bylaws, forms, and administrative processes.
  • Assist with the coordination of meetings, schedules, community engagement activities, public consultations, and departmental events.
  • Support communication and coordination between Planning & Engineering and other TteS departments to help advance organizational and community priorities.
  • Conduct general research and program analysis as required.
  • Support the TteS Development Approval Board and participate in internal and external meetings as required.
  • Assist with identifying funding opportunities and preparing grant and funding applications.
  • Support administration and reporting associated with service agreements and regulatory requirements.
  • Assist with asset management activities, including maintaining inventories, data entry, updates, and record accuracy.
  • Support required infrastructure and asset reporting to Indigenous Services Canada and other funding or regulatory agencies.
  • Provide administrative support to Planning & Engineering capital projects, including project documentation, tendering, contracts, funding requirements, reporting, and project status updates.
  • Assist with obtaining required approvals and signatures and coordinate with Accounts Payable on project and budget reconciliation matters.
  • Assist with departmental website content within areas of responsibility.
  • Proactively identify opportunities to improve administrative processes, workflow, information management, and departmental efficiency.
  • Perform all duties and responsibilities in accordance with TteS policies, standards, procedures, and confidentiality requirements.
  • Incorporate principles of reconciliation and UNDRIP into work and departmental activities, as appropriate. 

Other related duties as necessary (5%)

Financial Responsibility:

N/A

Supervision or Training Duties:

N/A

Special Requirements:

• Class 5 B.C. driver’s licence.

Professional Certification, Education and Experience:

• A diploma in business accounting, office administration, or a related discipline is preferred.
• A minimum of three (3) years clerical/administrative experience - preferably in a municipal operations environment.
• Working knowledge of work orders, scheduling, job cost, customer relations systems.
• Working knowledge of accounting practices, general meeting procedures, minute taking and record keeping/file management practices, report writing techniques, and presentation/preparation needs.

Skills and Abilities:

• Strong understanding of public works, construction, or field operations.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Highly organized, adaptable, and able to effectively coordinate multiple priorities and deadlines.
• Excellent interpersonal, customer service, and oral and written communication skills.
• Strong attention to detail and record-keeping abilities.
• Strong organizational, problem-solving, time-management, and decision-making skills.
• Ability to prioritize tasks and maintain accuracy in a fast-moving operational environment.
• Ability to work collaboratively with internal departments, community members, contractors, government agencies, and external partners.
• Commitment to professionalism, confidentiality, and ethical conduct.
• Understanding of Secwépemc culture, traditions, and protocols is an asset.
• It is expected that all TteS employees be willing to continuously upgrade their skills and knowledge and further their formal training. Commitment to professionalism, confidentiality, and ethical conduct.

Benefits:

• Extended health, dental, and vision
• 7.6% Registered Pension Plan (RPP) matching and Life insurance

HOURS OF WORK:           Normal Day shifts – 7 hours. Non-normal shifts may be required.

PAY GRADE:                       Starting at $25.98 – $38.21 depending on education & experience.