Office Coordinator, Quigli Office

ABOUT WILLIAMS LAKE FIRST NATION (WLFN)

The Williams Lake First Nation (WLFN), or the T’exelcemc (people of WLFN) have belonged to the Secwepemc (or Shuswap) Nation for over 6500 years. Today, the WLFN community includes a growing population of over 800 registered members who live on reserve in Sugar Cane, in nearby Williams Lake, BC, and across the globe.

We are Culturally Centered, Future Focused. WLFN provides staff with an excellent benefits package, RSP matching up to 8%, 3 weeks' vacation upon completion of probationary period, and many other benefits.

Deadline for Applications: July 24, 2026.

POSITION

The Office Coordinator plays a pivotal role in representing Williams Lake First Nation through reception services and ensures smooth daily office administrative operations of the office. The Office Coordinator will be responsible for taking care of the WLFN Quigli facility in terms of services and performance. We continually want our clients and members to know that they are entering a positive and comfortable environment. Core functions of this dynamic role include reception services, general office administration, and facilities management. It is essential that the Office Coordinator be highly organized, professional, friendly in all forms of communication and able to handle the multiple demands with an attitude for problem solving and positivity that ensures the office runs harmoniously. Office Coordinator will report to the Director of Member Services.

Employment Type

Full time - Term (June 4, 2027), 35 hours per week.

Probation Period

3 months from the date of hire.

Education Required

• Certificate in Business Administration or a related field or an equivalent combination of training and education.

Experience Required

• Minimum 2-3 years’ experience in office administration.

Overtime Status

Non-exempt.

DUTIES & RESPONSIBILITIES

• Act as primary office receptionist: welcome guests, answer the phone, direct calls with the goal of providing first-rate customer experience.
• Performs day-to-day administrative/clerical duties, including photocopying, processing correspondence, flyers, emails, and other documentation.
• Oversee office supply inventory, ordering and restocking as necessary, and ensuring that the office is always well-stocked with the necessary materials.
• Support the Director of Member Services with different tasks, i.e. PO Log and Cheque Req updates, Office Status set up, Business Connect, credit card reconciliations, etc.
• Files documentation according to proper Records Information Management System (RIMS) procedures.
• Provide general administration to internal departments as required and approved by Supervisor.
• Maintains organization and scheduling procedure for WLFN vehicles and Community Bus. Advises O&M Coordinator of required repairs for the WLFN fleet vehicles.
• Schedule regular maintenance of WLFN vehicles (example – oil change).
• Maintains organization and scheduling procedures for WLFN Quigli Council Chambers, Boardroom and Meeting Room and assist staff to book these rooms.
• Key management for all WLFN Offices and vehicles excluding Yorston.
• Develops, maintains and updates Receptionist Manual as required.
• Take payments and issues receipts for General.
• Manage opening and closing of the front door and kitchen throughout the day, opening at 8:30am, closing between 12:00pm and 1:00pm, and closing at the end of the day.
• Receive mail and packages and distribute them throughout the office.
• Organizes monthly staff birthday cards and cake.
• Ensure public areas are clean and sanitized throughout the day.
• Supports the mission, vision, and values of Williams Lake First Nation.
• Contributes to the WLFN’s ongoing success by accomplishing other duties as requiredor assigned.

The duties listed are provided as examples of areas of responsibility and are not intended to create responsibility limits but to help understand the scope of the position. All staff are expected to be team-oriented and maintain the confidentiality of all information gained while working with the organization.

QUALIFICATIONS

Knowledge

• Knowledge of Microsoft Office software at an intermediate/advanced level.

Skills and Abilities

• Must be highly efficient with the ability to manage several diverse tasks, activities, and projects at the same time.
• Resiliency to handle shifting priorities and maintain demeanour in high-intensity situations; ability to operate independently; detail-oriented.
• Ability to be flexible and take an optimistic approach to work; able to anticipate and handle challenging situations.
• Exceptional customer service skills.
• Excellent verbal and written communication skills with strong analytical and problem-solving skills.
• Strong interpersonal skills, very good judgment, and strong initiative.
• Ability to recognize opportunities for improvement and efficiency.
• Operates as part of a team and is flexible about the boundaries and functions of the job.
• Maintains professionalism in all circumstances.
• Recognizes and respects all cultural diversity and understands the Indigenous culture.

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act.

We thank all those individuals who applied. Given the large number of applicants we receive for our job postings, only those selected for an interview will be contacted.

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