Office Administrator, Scheduler and Accounting Assistant

Job Summary
British Columbia Marine Logistics (BCML) is a leader in water-based safety, rescue, and training services. We are seeking a highly organized and adaptable Office Administrator & Accounting Assistant to support daily operations, manage financial processes, coordinate work schedules, and facilitate smooth onboarding for new team members.

This is a dynamic, multi-functional role ideal for someone who enjoys working in a mission-driven environment that supports emergency responders, rescue professionals, and marine safety personnel.

Responsibilities

1. Office Administration

• Manage daily administrative operations, including office supplies, phones, mail, and vendor communications.
• Serve as the primary liaison for staff, instructors, and external partners.
• Maintain organized filing systems for training documentation, certifications, and compliance records.
• Support logistics for courses, travel arrangements, and events.

2. Accounting Assistance

• Assist with accounts payable/receivable.
• Support financial record keeping using accounting software (e.g., QuickBooks).
• Help with monthly reconciliations, reporting, and payroll prep.
• Maintain documentation for contracts, insurance, and permits.

3. Scheduling & Programming

• Coordinate and manage employee work schedules within WhenIwork software program.
• Communicate with instructors, clients, and facilities to confirm training dates, availability, and logistics.
• Use scheduling software or spreadsheets to track program rosters, certifications, and renewal timelines.
• Adjust programming as needed due to weather, instructor availability, or client needs.

4. Employee Onboarding

• Prepare onboarding materials for new staff and instructors (both seasonal and permanent).
• Ensure completion of required certifications, waivers, and background checks.
• Set up new hires with email, training systems, and equipment.
• Provide support during initial orientation and integration into the team.

Requirements

• Education: Associate's or Bachelor's degree in Business Administration, Accounting, HR, or related field (or equivalent work experience).
• Experience:
• 2+ years in an administrative, accounting, or HR support role.
• Experience in outdoor, training, or service-based industries is a plus.
• Technical Skills: Willingness to learn new software programs.
• Proficiency with MS Office (Excel, Word, Outlook).
• Experience with accounting tools (QuickBooks, Xero).
• Comfortable using scheduling software, shared calendars, and cloud-based platforms.
• Soft Skills:
• Strong communication and coordination abilities, multi-task, handle multiple issues at once
• Ability to work independently and adapt to fast changing environments.
• Detail-oriented and proactive, with good time management.

Understanding of the safety/rescue industry is a bonus but not required. Salary based on experience. Unique position, office is located on the Floatel in the Howe Sound. Flexible hours.

Job Types: Full-time, Permanent

Pay: From $75,000.00 per year

Benefits:

• Casual dress
• Dental care
• Discounted or free food
• Extended health care
• On-site parking

Work Location: In person