Administrative & Operations Coordinator (Part-Time, 20–25 hrs/week)
Job Summary
We’re hiring a highly organized, proactive Administrative & Operations Coordinator to support a small ecosystem of local businesses in the Alberta Beach area (café, gym, laundromat, and a boutique Airbnb). This part-time, hybrid role (20–25 hours/week) is the “communication + admin control tower” for the owners: you’ll keep inboxes clear, calendars accurate, guest/member messages handled, documents organized, and tasks closed-looped—without owner reminders. The right person is tech-savvy, calm under pressure, strong in written communication, and genuinely enjoys follow-through and systems.
Job Title: Administrative & Operations Coordinator (Part-Time, 20–25 hrs/week)
Location: Alberta Beach, AB + remote admin (Hybrid) In-person attendance required for our Friday operations meeting, plus occasional local errands.Rate of Pay$20–$24/hour (based on experience) 30/60-day review with opportunity for increase as ownership expands Mileage reimbursed for occasional local errands
About Us:
We run a small ecosystem of local businesses in the Alberta Beach area: a coffee shop/café, gym, laundromat, and a boutique Airbnb.We’re looking for a highly organized, proactive Administrative & Operations Coordinator who can fully own day-to-day communication, calendar coordination, documentation, and follow-through—so the owners can stay focused on operations and growth.
Position Overview (What You’ll Own):
You are the “communication + admin control tower.” Your job is to keep inboxes clear, calendars accurate, guest/member messages handled, documents organized, and tasks closed-looped—without owner reminders.
Communication SLA
- During scheduled work hours, messages are acknowledged/responded to within 2 hours.
- Anything received outside work hours is responded to within 24 hours (unless urgent/escalated).
Key Responsibilities:
Inbox + Communications (Owner-level)
- Manage multiple email inboxes (triage, respond/draft, file, follow-up)
- Manage social media messages/comments that require replies or routing
- Maintain templates and ensure nothing falls through the cracks
Calendar + Scheduling
- Manage and coordinate calendars (owners/business needs as assigned)
- Schedule meetings, protect focus time, prevent double-booking
- Own the monthly printed staff calendar and ensure it’s posted on time
Airbnb Guest Communications
- Respond to guest messages during working hours
- Send check-in/check-out instructions on time
- Coordinate cleaner turnovers and flag issues early
Gym Membership / Class Admin
- Handle membership cancellations/freezes, billing updates, and inquiries
- Follow up on failed payments and close loops with documentation
Documentation + Systems
- Organize Google Drive (folder structure + naming conventions)
- Create/update documents, templates, and simple trackers
- Funnel action items into Monday.com and flag checklist misses to owners/ops
Purchasing + Vendor Coordination (Admin side)
- Place orders after OM/shift lead provides inventory counts/requirements
- Coordinate vendors/repairs when requested and track confirmations/ETAs/invoices
Finance Support (Admin side)
- Collect emailed invoices, digitize receipts, and route/categorize for QuickBooks (clean handoff)
Compliance Tracking
- Maintain a basic tracker for licenses/inspections/insurance renewals (links + due dates)
Events Intake & Coordination (Company-wide)
- Manage event inquiry intake forms and communications across all businesses
- Collect details, answer FAQs using templates, route decisions to owners
- Send confirmations/reminders, and maintain an events calendar + checklist
Hiring & Onboarding Logistics (Admin-owned)
- Coordinate hiring logistics (screening questions, scheduling, templates)
- Support onboarding by setting new hires up in required systems (accounts/access), sending links, adding them to WhatsApp channels, and posting a short team introduction
- Set up and maintain access (as appropriate) in our tools: Monday.com, Square, WhatsApp, GymMaster, Google Workspace, and our internal access/security system
Event Support (As Needed)
- Assist with large event set-up/take-down as required (not weekly)
Important Note:
- This role involves no cash handling.
Role Boundaries & Decision Rights:
- You own administrative execution and communication follow-through across our businesses (email, calendars, member/guest messaging, documentation, tracking, and coordination).
- This role does not manage floor operations, staff discipline, or operational KPI ownership.
- No cash handling is required for this role.
- You may coordinate vendors/repairs and schedule technicians when requested; any spend over $100 requires owner/operations approval before confirming.
Weekly Open Loops Report (Required):
Every Friday before our operations meeting, you will send a short Open Loops Report that includes:
- Open items by business (Café / Gym / Laundromat / Airbnb): Item | Owner | By when | Status | Next action
- Anything waiting on an owner decision (clear question + deadline)
- Upcoming deadlines in the next 14 days (inspections, renewals, events, key dates)
- Risks/flags (anything slipping, recurring misses, checklist failures)
Qualifications:
- 2+ years experience in an administrative assistant, operations coordinator, EA/AA, or similar role preferred
- Exceptional recent graduates will be considered if you are highly organized, tech-savvy, and can demonstrate strong follow-through and written communication
- Strong written communication and good judgment on what to handle vs escalate
- Comfortable learning and working daily in multiple systems (experience with Monday.com, Square, WhatsApp, and GymMaster is a strong asset)
- Able to follow access/security procedures and handle sensitive information professionally
- Reliable vehicle + driver’s license for occasional local errands (mileage reimbursed)
How to Apply:
Email your resume to [email protected] with the subject line:
Admin Coordinator – Follow Through
In your email, include short answers to:
- What tools/systems have you used (Google Workspace, calendar management, inbox management, etc.)?
- Give one example of a time you prevented something from falling through the cracks.
- What is your availability for 20–25 hours/week (days/times)?
Hiring Process
- Short interview + a brief live exercise (10–15 minutes) during the interview
- Finalists complete a paid 30-minute skills test ($30 flat fee). Paid by e-transfer within 24 hours of submission, regardless of outcome.
Pay: $20.00-$24.00 per hour
Benefits:
- Casual dress
- Company events
- Flexible schedule
- On-site parking
Work Location: Hybrid remote in Alberta Beach, AB
