Administrative Coordinator

Do you relish the opportunity to take on a new challenge every week? Do you enjoy building and improving processes and ensuring that everything runs smoothly? Do you thrive as the first point of contact for colleagues, clients, and partners? AOT Technologies is hiring an Administrative Coordinator to provide outstanding admin support to teams and colleagues across the organization. This is a hybrid role based in Victoria, BC. About AOT We're on a mission to help enterprises and governments bring their ideas to life. As a boutique consulting firm, we partner with enterprises, startups, and governments to solve complex, mission-critical challenges. Our expertise spans business process management, automation and AI, cloud, and application development. Our teams are collaborative, our leadership is transparent, and our work is impactful. Alongside our consulting practice, we're product builders: our flagship platform, formsflow.ai, is a low-code solution that simplifies complex form creation, approvals, and workflow automation, helping organizations move faster without sacrificing quality or compliance. Under the SLED360 umbrella, we deliver products and services tailored to the unique needs of state and local governments and the education sector, from modern case management to digital services. Our product offerings reflect our entrepreneurial spirit and firsthand experience solving real-world problems with scalable, human-centered technology. As we expand into new markets and scale our solutions, there's never been a better time to join AOT. Role and Responsibilities We're seeking an organized, proactive Administrative Coordinator to keep day-to-day operations running smoothly. You'll support our Finance, Marketing, Compliance, and HR teams, manage core administrative processes, and act as a go-to contact for staff and external partners. This role suits someone who enjoys variety, takes ownership, and likes bringing order to a busy environment. You will: - Coordinate calendars, meetings, and travel arrangements for AOT’s staff and leadership. - Serve as the first point of contact for general inquiries by phone and email. - Maintain organized digital and physical filing systems, records, and shared drives. - Oversee device management for AOT, including inventory/asset tracking and mobile device management, in coordination with AOT’s Compliance team. - Process invoices, expense reports, and purchase orders in coordination with AOT’s Finance team. - Assist AOT’s HR team with onboarding and offboarding logistics, such as equipment, accounts, and workspace setup. - Assist AOT’s marketing team with in-person client events, conferences, and meetings, including catering, swag, and logistics - Prepare documents, reports, presentations, and correspondence as needed. - Coordinate office operations as needed (e.g., process incoming mail and deliveries, order and track office supplies and equipment, liaise with building management and janitorial services). - Identify ways to improve administrative processes and documentation. - Take on other administrative projects as needed. Who You Are You're an experienced administrator who is organized, reliable, and proactive. You thrive on variety, stay calm when priorities shift, and take pride in creating systems that make work easier for everyone around you. Friendly, dependable, and discreet, you build trust quickly and enjoy being the person colleagues know they can count on. Must-Have Skills - 2+ years of experience in an administrative, coordination, office management, or executive support role. - Clear, professional written and verbal communication. You'll be a first point of contact for clients, vendors, and candidates. - Strong organizational skills and the ability to manage competing priorities across teams. - Comfort with technology and learning new systems quickly. - Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive). - Based in Victoria, BC, and able to work on site at our Victoria office at least two days per week, plus additional days as needed, including for client events and conferences. - Discretion with confidential information. Nice-to-Have Skills - Experience with mobile device management platforms such as ManageEngine, Intune, or Jamf. - Experience managing calendars and travel for executives. - Event planning or coordination experience. - Experience working in a remote-first or distributed organization. - Experience with procurement, vendor management, or inventory tracking. - Experience documenting processes or setting up administrative systems. What We Offer - $65K – $70K CAD, commensurate with experience - A hybrid role in a remote-first company (minimum of two days per week on site in Victoria, BC + three days per week remote) - Continuous learning and professional development opportunities - Flexible schedules and generous paid time off - Competitive health, dental, and wellness benefits from Day 1 - Employer-sponsored deferred profit-sharing plan - A collaborative, mission-driven culture where your work matters Apply Now If this role sounds like a good fit, we'd like to hear from you. We strongly encourage candidates of all backgrounds, experiences, and identities to apply, even if they don't meet 100% of the listed criteria. We are seeking candidates with diverse career experiences for this position. If you're passionate about impacting the tech industry and eager to contribute your expertise, we invite you to apply! Closing date: November 23, 2026 Salary Range $65,000—$70,000 CAD