About Us

International House Vancouver and IH Career College are established international education institutions located in New Westminster, British Columbia. We provide English language education, career training, and student support services to students from around the world.

We are seeking a highly dependable, organized, detail-oriented, and proactive Front Desk & Administrative Coordinator to support our daily campus operations, student services, and administrative functions.

This position goes beyond traditional reception duties. We are looking for someone who can take ownership of administrative responsibilities, maintain accurate student records, coordinate tasks across departments, and help management operate more efficiently.

The ideal candidate is someone who takes initiative, follows through on responsibilities, identifies problems before they escalate, and can be trusted to complete tasks accurately with minimal supervision.

Key Responsibilities

1. Front Desk & Student Services

- Welcome visitors and provide professional, friendly, and efficient customer service.
- Answer incoming calls, emails, and walk-in inquiries promptly and accurately.
- Assist students with class schedules, school policies, enrolment procedures, and general campus information.
- Support weekly student arrivals, orientations, and registration procedures.
- Coordinate with academic staff, admissions, and management to resolve student inquiries.
- Maintain an organized, welcoming, and professional reception environment.
- Ensure student requests are addressed or appropriately escalated without unnecessary delays.

2. Student Records & File Management

- Maintain complete, accurate, and organized student records in both digital and physical filing systems.
- Review student files to ensure all required documents have been received, correctly filed, and updated.
- Track missing or incomplete documentation and proactively follow up with students or relevant staff.
- Organize student records, including enrolment agreements, identification documents, payment records, attendance records, academic reports, and other required documentation.
- Maintain consistent file naming conventions, folder structures, and document management procedures.
- Regularly audit student files for accuracy, completeness, and compliance with institutional requirements.
- Assist with preparing student records and supporting documentation for institutional reviews, audits, and regulatory inspections.
- Ensure student information is handled confidentially and in accordance with applicable privacy requirements.
- Identify discrepancies or missing information and take appropriate action to resolve them.

3. Administrative Coordination & Office Management

- Provide administrative support to management and various departments.
- Take ownership of assigned administrative tasks from beginning to completion.
- Maintain task lists, deadlines, follow-up schedules, and administrative records.
- Prepare, organize, and maintain spreadsheets, reports, forms, and internal documents.
- Coordinate document collection, filing, scanning, and data entry.
- Assist with correspondence, internal communications, and administrative requests.
- Monitor office supplies, equipment needs, and general administrative resources.
- Assist with meeting coordination, scheduling, and preparation of materials.
- Identify opportunities to improve administrative processes and office efficiency.




- Ensure assigned tasks are completed accurately and on time without requiring repeated reminders.

4. Academic & Student Administration

- Coordinate with instructors and academic staff regarding student attendance, class lists, and administrative requirements.
- Assist with maintaining attendance records and identifying missing or incomplete information.
- Prepare student certificates, completion letters, and academic documentation as authorized.
- Support student level testing, orientation, and placement administration.
- Maintain organized academic and student documentation.
- Assist with student feedback collection and administrative follow-up.
- Ensure academic and administrative information is communicated accurately between departments.

6. Management & Operational Support

- Support management by independently handling routine administrative responsibilities.
- Follow up on outstanding requests and ensure matters are brought to completion.
- Maintain clear records of completed tasks, pending items, and issues requiring management attention.
- Prepare regular administrative updates and progress reports.
- Coordinate information between academic, admissions, finance, and student services teams.
- Assist with special projects, internal reviews, and operational improvements.
- Recognize urgent matters, prioritize appropriately, and escalate issues when necessary.
- Help reduce administrative bottlenecks by ensuring information, documentation, and follow-ups are managed efficiently.

7. Marketing & Graphic Design Support (Asset)

- Assist with designing student notices, promotional flyers, event posters, and campus materials.
- Create or update basic marketing content using Canva, Adobe Creative Suite, or similar software.
- Support student events, activities, and promotional initiatives.
- Assist with social media content preparation, photography, and basic visual design.
- Maintain professional and consistent branding across school materials.

Qualifications

Required Qualifications

- Minimum 2 years of experience in administration, office coordination, reception, student services, or a similar role.
- Demonstrated experience managing records, documentation, or administrative filing systems.
- Excellent organizational skills and exceptional attention to detail.
- Strong written and verbal English communication skills.
- Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
- Strong computer literacy and ability to learn new administrative systems quickly.
- Ability to manage multiple responsibilities and competing deadlines.
- Demonstrated reliability, punctuality, professionalism, and accountability.
- Ability to work independently with minimal supervision.
- Strong problem-solving skills and a proactive approach to completing tasks.
- Ability to handle confidential information professionally and responsibly.

Preferred Qualifications

- Previous experience working in an educational institution, college, language school, or student services setting.




- Experience maintaining student records and preparing documentation for audits or compliance reviews.
- Familiarity with student information systems, CRM platforms, or digital document management systems.
- Experience using Microsoft OneDrive, SharePoint, or similar cloud-based filing systems.
- Experience with Canva, Adobe Photoshop, Illustrator, or other graphic design software.
- Experience supporting multiple departments or senior management.
- Additional language skills such as Korean, Japanese, Mandarin, Spanish, Portuguese, or French are considered an asset.

What We're Looking For We are particularly interested in candidates who demonstrate the following qualities:

Dependability & Accountability

- Consistently punctual, prepared, and reliable.
- Takes responsibility for assigned duties and follows through on commitments.
- Communicates proactively about deadlines, challenges, and outstanding work.

Exceptional Attention to Detail

- Carefully reviews documents, records, and communications for accuracy.
- Identifies missing information, inconsistencies, and potential errors.
- Maintains organized and reliable filing systems.

Initiative & Independence

- Recognizes what needs to be done without waiting for constant direction.
- Takes ownership of tasks and works independently.
- Anticipates administrative needs and suggests practical solutions.

Organization & Time Management

- Manages competing priorities effectively.
- Maintains clear records of tasks, deadlines, and follow-ups.
- Completes assignments accurately and within expected timelines.

Professionalism & Communication

- Communicates clearly and respectfully with students, colleagues, and management.
- Maintains confidentiality and exercises sound judgment.
- Demonstrates patience, professionalism, and a positive attitude.

Adaptability & Willingness to Learn

- Comfortable learning new systems, procedures, and responsibilities.
- Flexible in supporting different departments when required.
- Open to feedback and committed to continuous improvement.

Performance Expectations The successful candidate will be expected to:

- Maintain accurate, complete, and well-organized student files.
- Complete assigned administrative responsibilities within established deadlines.
- Respond promptly and professionally to student and staff inquiries.
- Proactively follow up on outstanding documents and requests.
- Demonstrate consistent reliability, accountability, and attention to detail.
- Maintain accurate records of administrative activities and pending tasks.
- Work effectively with minimal supervision.
- Contribute to improving administrative efficiency and reducing management's routine workload.
- Maintain professional communication and positive working relationships across departments.

Pay: $19.00-$25.00 per hour Expected hours: 37.5 per week

Benefits

- Extended health care

Ability to commute/relocate:
- New Westminster, BC V3M 6G2: reliably commute or plan to relocate before starting work (required)

Application question(s):
- Describe a time when your attention to detail helped you identify or prevent an administrative error
- How do you organize your daily responsibilities and ensure tasks are completed without repeated reminders?
- Describe a situation where you took initiative to resolve a workplace issue without being instructed by your supervisor.

Experience:
- Administrative: 2 years (required)

Work Location: In person

📌 Front Desk & Administrative Coordinator (New Westminster)
🏢 International House Vancouver
📍 New Westminster