Administrative Coordinator – Engineering, Facilities & Maintenance
Rubicon Organics’ mission is to grow the best cannabis on Earth and for the Earth and today we are doing just that out of our state-of-the art greenhouse facility located in Delta, B.C. We are growing and expanding quickly while on our journey as Canada’s leading house of premium brands.
We’re seeking a proactive and highly organized Administrative Coordinator on-site to support our Engineering, Facilities, and Maintenance departments. This critical role will drive day-to-day administrative and procurement processes, ensure accurate data entries, and serve as a reliable liaison between internal teams and external vendors. If you thrive in a fast-paced environment and have a passion for streamlining operations, we want to meet you.
Key Responsibilities:
Procurement & Vendor Coordination
Handle vendor submittals, RFQs, and support procurement cycles from requisition through PO creation to final receipt
Track parts orders and deliveries, especially for capital projects and critical maintenance needs
Reconcile shipments with ERP records and resolve discrepancies
Maintain vendor records, assist in onboarding, and support ongoing vendor relationship management
Maintenance & Facilities Support
Input and update data in our maintenance management software (CMMS)
Assist with generating and maintaining work instructions, SOPs, and facility documentation
Support maintenance scheduling and parts inventory tracking
Project & Meeting Support
Coordinate timelines and deliveries for capital projects
Schedule vendor visits and project-related meetings
Document and distribute meeting agendas, minutes, and action items
Administrative & Office Management
Order and maintain inventory of office and operational supplies
Ensure proper function of office equipment such as copiers, printers, and scanners
Maintain clear, professional correspondence through phone calls, emails, memos, and letters
Assist in editing or drafting of communication materials, reports, and SOPs
Perform other duties as required.
Qualifications:
Proven experience (2+ years) in an administrative, procurement, or operations support role
Familiarity with ERP systems and maintenance software
Strong organizational skills and attention to detail
Excellent communication and vendor relationship skills
Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
Ability to handle multiple priorities and deadlines in a dynamic environment
Experience in a manufacturing, engineering, or industrial environment is a plus
Typing proficiency and strong accuracy in data entry
Familiarity with standard office equipment and practices
Why Join Us?
At Rubicon Organics, you’ll join a passionate, driven team committed to doing things the right way—for our people, our planet, and the legacy we’re building, one bud at a time.
This is a high-impact opportunity where your expertise will be seen, valued, and felt across the organization. You’ll grow alongside one of Canada’s leading organic cannabis companies, in a business that values learning and development as much as results.
We offer a 10% annual bonus, comprehensive medical and dental benefits, and the chance to be part of something meaningful.
If that sounds like your kind of place, we’d love to hear from you.
Please visit our careers page to see more job opportunities.
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