{"id":3660896,"url":"https://alion.io/job/aot-technologies-administrative-coordinator","title":"Administrative Coordinator","company":{"id":6844,"name":"AOT Technologies","domain":"aot-technologies.com","url":"https://alion.io/company/aot-technologies","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Victoria, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Gmail","optional":false},{"name":"Google Workspace","optional":false}],"status":"live","first_seen_at":"2026-11-03T00:08:32Z","employer_posted_date":"2026-11-03","last_verified_at":"2026-11-07T15:42:29Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"Do you relish the opportunity to take on a new challenge every week?\nDo you enjoy building and improving processes and ensuring that everything runs smoothly? \nDo you thrive as the first point of contact for colleagues, clients, and partners? \nAOT 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.\nAbout AOT\nWe're on a mission to help enterprises and governments bring their ideas to life.\nAs 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.\nAlongside 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.\nAs we expand into new markets and scale our solutions, there's never been a better time to join AOT.\nRole and Responsibilities\nWe'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.\nYou will: \nCoordinate calendars, meetings, and travel arrangements for AOT’s staff and leadership.\nServe as the first point of contact for general inquiries by phone and email.\nMaintain organized digital and physical filing systems, records, and shared drives.\nOversee device management for AOT, including inventory/asset tracking and mobile device management, in coordination with AOT’s Compliance team. \nProcess invoices, expense reports, and purchase orders in coordination with AOT’s Finance team.\nAssist AOT’s HR team with onboarding and offboarding logistics, such as equipment, accounts, and workspace setup.\nAssist AOT’s marketing team with in-person client events, conferences, and meetings, including catering, swag, and logistics\nPrepare documents, reports, presentations, and correspondence as needed.\nCoordinate 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).\nIdentify ways to improve administrative processes and documentation.\nTake on other administrative projects as needed.\nWho You Are\nYou'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.\nMust-Have Skills\n2+ years of experience in an administrative, coordination, office management, or executive support role.\nClear, professional written and verbal communication. You'll be a first point of contact for clients, vendors, and candidates.\nStrong organizational skills and the ability to manage competing priorities across teams.\nComfort with technology and learning new systems quickly.\nProficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive).\nBased 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.\nDiscretion with confidential information.\nNice-to-Have Skills\nExperience with mobile device management platforms such as ManageEngine, Intune, or Jamf.\nExperience managing calendars and travel for executives.\nEvent planning or coordination experience.\nExperience working in a remote-first or distributed organization.\nExperience with procurement, vendor management, or inventory tracking.\nExperience documenting processes or setting up administrative systems.\nWhat We Offer\n$65K - $70K CAD, commensurate with experience\nA hybrid role in a remote-first company (minimum of two days per week on site in Victoria, BC + three days per week remote) \nContinuous learning and professional development opportunities\nFlexible schedules and generous paid time off\nCompetitive health, dental, and wellness benefits from Day 1\nEmployer-sponsored deferred profit-sharing plan\nA collaborative, mission-driven culture where your work matters\nApply Now\nIf this role sounds like a good fit, we'd like to hear from you.\nWe 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!\nClosing date: November 23, 2026\nSalary Range\n$65,000—$70,000 CAD","description_format":"text","description_chars":5504,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Continuous learning","Flexible schedule","Professional development"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["IT Consulting & Digital Transformation","Decision Intelligence","AI Consulting & Integration"],"lifecycle":[{"event":"open","at":"2026-11-03T03:45:47Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":4,"expected_fill_days":58,"reasons":["conf:2","win:early","comp:junior"],"computed_at":"2026-11-07T05:47:08Z"},"pay":null,"html_url":"https://alion.io/job/aot-technologies-administrative-coordinator","json_url":"https://alion.io/job/aot-technologies-administrative-coordinator.json","meta":{"generated_at":"2026-11-07T17:34:30Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":25842,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-08T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":6844},"rest":"https://alion.io/mcp/rest/get_company?id=6844"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Faot-technologies-administrative-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Faot-technologies-administrative-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Faot-technologies-administrative-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/aot-technologies-administrative-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Faot-technologies-administrative-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3660896}},{"tool":"search_jobs","arguments":{"company":"aot-technologies.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3660896},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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