Program Assistant

Job Summary

Pacific First Aid is seeking a highly organized and customer-focused Program Assistant to support the coordination, administration, and operational delivery of our training programs.

This position plays a key role in ensuring courses run smoothly by coordinating schedules, supporting instructors, maintaining records, preparing training equipment, and providing exceptional service to clients and learners. The Program Assistant serves as one of the primary points of contact for course-related inquiries and is instrumental in maintaining a professional and positive training experience.

This is a hybrid administrative and operational role requiring a combination of office administration, customer service, inventory management, equipment preparation, and logistical coordination.

Position Overview

The Program Assistant works closely with the Programs Manager, instructors, contractors, clients, and learners to support the successful delivery of training programs throughout British Columbia.

The successful candidate will be highly organized, detail-oriented, and comfortable balancing administrative duties with hands-on operational responsibilities, including equipment preparation, shipping, cleaning, inventory control, and classroom setup.

ResponsibilitiesCourse Coordination & Customer Service

- Coordinate and support the successful delivery of training courses and programs.
- Respond to course-related inquiries from learners, clients, instructors, and contractors.
- Schedule courses and coordinate instructor and contractor assignments.
- Maintain course calendars, registrations, and scheduling records.
- Communicate course details, confirmations, and updates to participants and clients.
- Provide professional, responsive, and friendly customer service by phone, email, and in person.
- Assist with troubleshooting scheduling and logistical issues as they arise.

Administration & Record Management

- Prepare and submit course documentation accurately and on time.
- Process invoices and assist with course-related financial administration.
- Maintain confidential client, learner, contractor, and company records.
- Review contractor invoices and supporting documentation for accuracy.




- Maintain certification and qualification records for learners, instructors, and contractors.
- Update databases, spreadsheets, and internal tracking systems.
- Assist with reporting and administrative projects as required.

Training Equipment & Operational Support

- Prepare training equipment and materials for upcoming courses.
- Pack, organize, ship, and receive training equipment and supplies.
- Set up and take down classrooms and training environments.
- Clean, sanitize, inspect, and maintain training equipment, including manikins, AED trainers, and other course materials.
- Perform routine laundry and cleaning of training supplies and linens.
- Ensure training equipment remains organized, functional, and ready for deployment.
- Monitor inventory levels of training supplies, manuals, and equipment.
- Conduct regular inventory counts and report discrepancies, shortages, or damaged equipment.
- Organize storage areas and maintain an orderly training inventory system.
- Coordinate equipment repairs, replacement, and preventative maintenance when required.
- Assist with warehouse, receiving, and shipping activities related to training operations.

General Support

- Assist the Programs Manager with operational and administrative projects.
- Support new program implementations and continuous improvement initiatives.
- Maintain accurate program information and training materials.
- Perform other duties as assigned to support the successful operation of the training department.

QualificationsRequired

- High school diploma or equivalent.
- Minimum one year of experience in administration, customer service, scheduling, or program coordination.
- Excellent verbal and written communication skills in English.
- Strong organizational and time management skills.
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Ability to work independently and manage multiple priorities.




- High level of accuracy and attention to detail.

Preferred

- Administrative certificate, diploma, or related post-secondary education.
- Experience coordinating training programs, events, educational services, or schedules.
- Experience with inventory management, logistics, shipping, or warehouse operations.
- Experience in healthcare, education, safety training, or customer service environments.

Benefits

- Casual dress
- Extended health care
- Dental care
- Vision care
- Life insurance
- Disability insurance
- Employee Assistance Program (if applicable)
- On-site parking

Ideal Candidate

The successful candidate will be:

- Self-motivated and dependable.
- Organized and detail-oriented.
- Professional and customer-focused.
- Comfortable working in a fast-paced environment with changing priorities.
- Able to balance administrative work with hands-on operational tasks.
- Comfortable lifting, moving, packing, and organizing training equipment and supplies.
- Proactive in identifying and resolving issues before they impact clients or courses.
- Honest, accountable, and receptive to feedback.
- A team player who is willing to assist wherever needed.
- Eager to learn and develop within a growing organization.

Work Environment

This position involves a combination of office administration and hands-on operational work. The successful candidate should be comfortable working at a computer, preparing training materials, organizing equipment, packing shipments, setting up classrooms, and performing routine cleaning and maintenance of training equipment.

Pacific First Aid is looking for someone who takes pride in organization, customer service, and ensuring that every course is prepared and delivered to a high standard.

Job Type: Full-time

Pay: $18.75-$20.50 per hour

Expected hours: 37.5 per week

Benefits:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Vision care

Application question(s):

- Are you willing to work in a enviroment that can be hot / cold (non-temperature controlled warehouse)?
- What makes you a excellent candidate?
- What is your wage expectation?
- What is your current availability?

Location:

- Vancouver, BC (preferred)

Work Location: In person

📌 Program Assistant (Vancouver)
🏢 Pacific First Aid
📍 Vancouver