Lead Administrative Services Coordinator

LEAD ADMINISTRATIVE SERVICES COORDINATOR

Reports to: Administrative Services Manager

Why Join GRM Inc.

Be part of a values-driven team where your work matters. GRM Inc. offers a supportive culture, opportunities for growth, and the chance to make a meaningful impact.

At GRM Inc., we deliver exceptional facilities and project management services while putting people first. Guided by our values—Safety, Operational Excellence, Relationships, Integrity, and Respect—we foster a supportive, collaborative workplace where our team is trusted, valued, and encouraged to grow. We take pride in our work, support one another, and focus on building lasting partnerships with our clients and communities.

About the Role

The Lead Administrative Services Coordinator supports the administration and reporting of Schedule C contracts, ensuring accurate execution and strong client outcomes. This role coordinates closely with Regional Managers, Procurement, Finance, and Operations to support contracts, bids, and vendor documentation. You’ll also coach junior team members and assist in managing seasonal workloads.

Key Responsibilities

• Track contract lifecycles, deliverables, and deadlines


• Support seasonal contract creation and maintenance


• Maintain partner compliance documentation


• Coordinate bid submissions (pricing, documents, timelines)


• Support procurement: quotes, vendor setup, purchase tracking


• Build and validate pricing spreadsheets and project quotes


• Support post-award implementation and work order management


• Identify process improvements and support peak-season execution


• Coach junior team members and balance workloads

What You Will Bring

• Strong organization, planning, and critical thinking skills


• Clear written and verbal communication


• Detail-oriented with strong judgment; comfortable with pricing


• Ability to manage multiple priorities and tight deadlines


• Proficient in MS Word and Excel; able to learn internal systems


• Positive, solutions-focused mindset

Employee Benefits

• Company-matched RRSPs


• Health care spending account


• Extended health and dental coverage


• Paid time off


• Company cell phone allowance


• Life, Dependent Life, AD&D, and Long-Term Disability insurance


• Family Assistance Program

Education

• Secondary School (minimum requirement)


• Paralegal Certification/Diploma preferred


• Previous supervisory experience preferred

Schedule and Location

• Monday to Friday - 8 hours per day


• In-person at an office location in West Kelowna (possibility of a hybrid opportunity)