Administrative Assistant

All Weather Driving School (AWDS) is a licensed driving school based in Kelowna, British Columbia, offering car, truck, and motorcycle driver training programs. The school operates a fleet of training vehicles and employs a team of instructors and administrative staff.

The Operations Manager currently handles approximately 70 hours of work per week — managing lessons, instructors, fleet, insurance, and all back-office administration simultaneously. To reduce this burden and improve operational efficiency, AWDS is hiring a dedicated admin assistant to take over day-to-day administrative tasks.

Key Responsibilities

Email Management

• Monitor and manage the main AWDS inbox daily
• Respond to student inquiries about lessons, bookings, fees, and certificates
• Respond to department and government communication (ICBC, WorkSafeBC, etc.)
• Escalate complex or financial issues to the campus manager or Ritika (Finance)
• Escalate HR and hiring queries to Kaye (HR Lead)
• Maintain a clear response log so nothing falls through

Student Scheduling

• Manage student lesson bookings using the scheduling software (Appointment Manager)
• Book, reschedule, and cancel driving lessons as requested
• Coordinate student schedules across car, truck, and motorcycle programs Send appointment confirmations and reminders to students
• Flag scheduling conflicts or capacity issues to the campus manager

Instructor Scheduling

• Maintain instructor availability calendars
• Assign instructors to student bookings based on availability and program type
• Track instructor hours and flag discrepancies to the campus manager
• Coordinate cover arrangements when instructors are unavailable

Fleet and Bookings Admin

• Track vehicle assignment per lesson/instructor
• Log vehicle availability and flag maintenance scheduling needs
• Maintain records of vehicle incidents and insurance claims as directed

General Back-Office

• Maintain organized student records and enrollment files
• Follow up on outstanding student documentation or payments as directed
• Support Corinne and Daryl in data entry and record keeping
• Assist with routine reporting tasks as assigned

Scope and Boundaries

This role handles day-to-day administration. The admin assistant is expected to use judgment, communicate proactively with the relevant team members, and escalate when needed. The following outlines how each area should be handled:

Instructor Shortages

When there is a shortage of instructors, the admin assistant must communicate directly with Ritika (Finance) to ensure financial impact is flagged, and with Kaye (HR Lead) to initiate or follow up on hiring. Do not wait for the campus manager to identify this — flag it proactively.

Compliance Matters

For any compliance-related issue, the admin assistant should first attempt to understand the issue and resolve it independently using available resources and documentation. If the issue cannot be resolved independently, the admin assistant should connect with the Compliance Director (to be allocated) for guidance. If still unresolved, escalate to Tejal (ownership).

ICBC Communication

For any communication with ICBC that requires a formal response, the admin assistant must first escalate to the campus manager and ownership for review and direction. Once the position and response have been agreed upon internally, the admin assistant is responsible for drafting and sending the communication to ICBC based on that guidance.

Financial Decisions and Payments

Financial decisions, invoicing, and payment approvals remain outside this role. All such matters must be directed to Ritika (Finance).

Requirements

• Fluent written English — must be able to draft professional emails independently
• Strong organizational skills — managing multiple schedules simultaneously
• Comfortable working on campus and independently with minimal supervision
• Reliable high-speed internet connection
• Basic computer proficiency — email, spreadsheets, scheduling tools

Preferred

• Prior experience in a school, driving academy, or transportation business
• Familiarity with Canadian business culture
• Experience with scheduling or CRM software
• Basic understanding of ICBC or BC driving program requirements (not required, can be trained)

Performance Expectations

• All student emails responded to within 4 business hours (Pacific Time)
• Scheduling conflicts flagged to campus manager on the same day they are identified
• Inbox maintained at zero unresolved items older than 24 hours
• Weekly summary email sent to campus manager every Friday
• Monthly check-in with ownership to review volume and quality of work

Pay: $20.00-$23.00 per hour

Work Location: In person