About Willowbrae Academy

Willowbrae Academy is an award-winning childcare franchise recognized for excellence in early childhood education, operational innovation, and franchisee satisfaction. With an established network across Canada and continued expansion in the United States, Willowbrae is building a high-performing corporate team to support Academy enrollment, franchise growth, recent location openings, and the continued development of our brand across North America.

We are seeking an organized, detail-oriented Academy Development Coordinator to support the Director of Operations & Academy Development with the coordination work behind opening new Academies.

This is a good opportunity for someone highly organized who wants exposure to how a growing organization opens new locations.

Position Overview The Academy Development Coordinator supports the Director of Operations & Academy Development through the development and start-up phase of recent Academies.

Working closely with the Director — and collaborating with other members of the head office team as needed — the successful candidate will help keep licensing paperwork, vendor and consultant tracking, and furniture/equipment orders on track across several Academies in development at once.

This is a hands-on role requiring strong attention to detail, organization, and the ability to coordinate multiple projects and deadlines at once.

Key Responsibilities

Start-Up Licensing Support

Coordinate and track initial child care licensing submissions for each Academy during the development/start-up phase, ensuring documentation is accurate, complete, and submitted on schedule.

Assemble documentation for information requests during the licensing process.

Assemble and organize licensing files — facility plans, staffing ratios, health and safety documentation, occupancy and fire permits — required for the initial submission.

Vendor & Consultant Tracking

Maintain a tracker of outstanding deliverables — drawings, quotes, approvals — from architects,



engineering/mechanical consultants, and contractors across active projects.

Keep vendor contact lists and project-specific consultant assignments current.

Furniture, Fixtures & Equipment (FF&E;)

Coordinate furniture and equipment orders for new Academies — collecting quotes, placing orders, and tracking delivery and installation timelines against opening dates.

Maintain an FF&E; tracker per Academy so nothing is missed ahead of opening day.

General Administrative Support

Provide administrative support across the development portfolio: scheduling, correspondence, and keeping files organized.

Collaborate with other members of the head office team as needed to support academy development projects.

Support other academy development coordination tasks as assigned by the Director.

Qualifications

1–2 years of experience in an administrative, coordination, or project-support role.

Exceptional organizational skills and attention to detail.

Strong written and verbal communication skills.

Comfortable managing multiple deadlines and vendors across several projects at once.

Comfort working with spreadsheets and trackers.

Proficiency with Microsoft Office and/or Google Workspace.

Willingness to travel periodically to development sites.

Experience with child care licensing would be a major asset.

Post-secondary education in business administration, project coordination, or procurement would be an asset.

Prior exposure to construction, tenant improvement, or the child care sector would be an asset.

Experience with a project-tracking or spreadsheet-based tracking tool would be an asset.

The Ideal Candidate The ideal candidate is proactive, dependable, and highly organized, with a genuine interest in learning how a growing organization opens new locations. They take pride in accurate, professional work, respond well to feedback, and are comfortable coordinating with the Director, consultants, and vendors across multiple projects at once.

Pay: $40,527.52-$45,000.00 per year

Benefits

- Paid time off
- Work from home

Work Location: Remote

📌 Academy Development Coordinator (Vancouver)
🏢 Willowbrae Academy
📍 Vancouver