Operations Coordinator

Operations Coordinator


Shawnigan Lake School is a leading independent co-educational boarding school for ages 13-18 on Canada’s beautiful west coast. Our diverse, inter-disciplinary and innovative programming helps shape the next generation of global leaders.


Shawnigan provides academic ambition to develop a culture of curiosity, collaboration, independence and resilience in our students through educators and peers who inspire our students to embrace a love of learning by challenging them to solve problems critically and creatively.





The Operations Coordinator is a key player who facilitates and coordinates the day to day operations of Shawnigan Lake School. The ideal candidate for this position works fluidly in multiple operations’ departments to ensure schedule, budget, and performance targets are achieved, and department objectives attained.


This is a full-time, permanent opportunity. We offer a competitive salary, full benefits package, excellent RRSP contributions, tuition discount for day students’, a flexible work environment, and a nurturing, family-friendly workplace.




Supervisory & Leadership

  • Provide effective work direction, training, guidance and acts as a resource to support housekeeping, maintenance and other operations staff
  • Coordinate daily administrative operations by organizing workload priorities and assist with staff redeployment (when necessary)
  • Provide orientation to new staff and act as mentor for new staff joining operations teams
    Other duties as assigned


  • Perform administrative tasks as they relate to resources, facilities, payroll, contractors, safety, colleagues, systems and, finance
  • Develop, maintain and document procedures, policies and manuals
  • Facilitate strategy and team meetings
  • Prepare and maintain documents, communications, reports and records supporting housing allocation and moves, facilities upgrades, new construction etc.
  • Other duties as assigned


Operations Support

  • Coordinate and support campus facility activities
  • Assist operations departments with daily tasks as needed, such as transportation coordination, arena bookings etc.
  • Work with supervisors, managers, and department heads to learn departmental requirements, goals, and fill in for designated positions (when needed)
  • Support procurement activities, negotiate contracts (as needed), and coordinate budgeting to make sure operations are fluid with minimal downtime or interruption in various departments’ workflow
  • Manage relationships with contracted suppliers and service providers, and support internal professional relationships
  • Assess, research, and recommend software systems periodically
  • Develop, manage, maintain, influence, and execute tasks to sustain and improve the performance of the school assets using the CMMS software
  • Assist Director of Operations with objectives setting and strategic plan creation

Operational Performance

  • Support operational performance  by collecting, evaluating and inputting data for key performance indicators and metrics
  • Support continuous improvement initiatives in collaboration with the Director of Operations and Department Managers / Supervisors
  • Facilitate Health and Safety training for operations staff
  • Research and analysis of industry standards, codes and minimum requirements, ensure that all work activities conform to local, federal, industry and company standards
  • Recognize opportunities to increase revenue, decrease costs, and improve department performance


Project Management Support

  • Perform project management administrative tasks such as, facilitate meetings; record and distribute minutes; process invoices and forms; respond to queries etc.
  • Budget tracking and monitoring
  • Prepare reports, notifications and communication materials as needed
  • Support project implementations, data input and configuration set up
  • Provide user training and ongoing support, and respond to enquiries in a timeous manner


  • Bachelor’s degree or related education, preferred
  • Certifications in disciplines such as Procurement, Inventory Management,  Lean / Six Sigma, and Operational Planning an asset
  • Minimum of two (2) years of equivalent education and experience in Project Management or facility/infrastructure maintenance/operations experience
  • Experience in a not-for-profit or school environment is preferred
  • Experience in office management or an administrative role
  • Valid class 5 drivers licence
  • Familiarity with the mechanical industry (plumbing/HVAC), preferred
  • Experienced with procurement and contracting strategies for operations, maintenance and projects initiatives
  • A background in strategic sourcing and procurement in an institutional environment, including program development and supplier relationship ownership. Warehouse and materials administration and inventory control experience will be considered an asset
  • Team management and / or supervisory experience
  • Excellent written and verbal communication skills




To apply, please send a resume and cover letter expressing your interest to the attention of Ciaran Gargan, Director of Operations, via email at [email protected] Applications may also be mailed to the General Office at:


Attention: Human Resources

Shawnigan Lake School

1975 Renfrew Road

Shawnigan Lake, BC V0R 2W1



Shawnigan Lake School is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.



We express our appreciation to all applicants for their interest in this position, however, only candidates selected for an interview will be contacted.



Competition closes when filled.

To apply for this job email your details to recruitment@shawnigan.ca.

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