ORGANIZATION SUMMARY
kʷikʷəƛ̓əm First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam River Watershed and the surrounding areas. kʷikʷəƛ̓əm draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to our lands, and the river and lake at the heart of our traditional territory. The traditional language of the kʷikʷəƛ̓əm people is hən̓q̓əmin̓əm̓. Our people descended from Elders who were renowned as spirit and winter dancers, skilled canoe builders and master sturgeon and salmon fishers. The Nation is committed to building a strong, self-governing Nation which honors our rich culture, language and history and is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by our teachings of our ancestors to be stewards and guardians of our lands and water for past, present, and future generations.
Job Summary
Reporting to the Director of Land Governance, the Land Governance Coordinator provides administrative, operational, project coordination, and records management support to the Lands Department. The position plays a key role in the administration of kʷikʷəƛ̓əm First Nation’s Land Code, governance processes, land records, and departmental operations, ensuring that information, documentation, and processes are maintained in accordance with applicable legislation, policies, procedures, and the Nation’s Records and Archives Management System.
The Land Governance Coordinator supports land administration activities, including land applications, permitting, leasing, development planning, project coordination, and governance-related initiatives. The role maintains accurate and accessible records, supports the Lands Committee and departmental reporting, coordinates consultants and project activities, and contributes to the Nation’s land management, development objectives, and strategic priorities. This position requires strong organizational, analytical, and interpersonal skills, with the ability to manage multiple priorities, work independently, and collaborate effectively with internal and external stakeholders.
Job Responsibilities
Records Management & Department Administration
- Maintain and update departmental records management systems, including physical and electronic files, in accordance with KFN’s Records and Archives Management Policy and classification systems.
- Organize, maintain, and track land-related records, agreements, permits, correspondence, reports, and supporting documentation.
- Monitor file management practices and identify opportunities to improve consistency, accessibility, and record accuracy.
- Receive, log, track, and maintain records of land-related applications, permits, leases, approvals, and correspondence.
- Prepare and maintain databases, trackers, and reporting systems for departmental activities.
- Assist with preparation of reports, presentations, briefing materials, meeting packages, and Council submissions.
- Coordinate departmental meetings, consultations, workshops, and engagement activities.
- Prepare meeting notes, action item lists, and follow-up correspondence.
- Assist with annual reporting, audits, budget tracking, and work planning activities.
- Support procurement and contract administration processes related to consultants and projects.
Lease Administration & Tenant Coordination
- Maintain lease administration records and databases.
- Track key lease obligations, renewal dates, rent reviews, insurance requirements, reporting obligations, and expiry dates.
- Coordinate lease application intake and assist with preparation of leasing documentation.
- Serve as a point of contact for routine tenant inquiries and information requests.
- Monitor lease compliance requirements and identify matters requiring review by the Director.
- Coordinate registration of lease and land-related interests.
- Assist with collection and organization of documentation required for lease negotiations, amendments, and renewals.
- Support tenant onboarding and communication processes.
Land Administration, Development Planning & Compliance Support
- Assist with administration of development permits, occupancy permits, code compliance permits, and related applications.
- Coordinate intake, tracking, and processing of development applications, permits, referrals, and approvals.
- Monitor permit conditions, approval requirements, and compliance deadlines.
- Coordinate site inspections and maintain inspection records.
- Support administration of the Nation’s Land Code, laws, policies, and procedures.
- Conduct research and gather information related to land administration, development, and land use matters.
- Assist with implementation of land management initiatives and projects.
- Coordinate circulation of development applications and supporting materials to internal departments, consultants, and external agencies as required.
- Maintain records related to development approvals, land use planning, permitting processes, and supporting technical studies.
- Track development approval requirements, conditions, and timelines to support project implementation and compliance.
- Monitor legislative and regulatory developments affecting land administration and provide information to the Director.
Project Coordination, Development Planning & Infrastructure Support
- Coordinate project schedules, meetings, consultant deliverables, and action items.
- Monitor project timelines and assist in tracking milestones, approvals, and deliverables.
- Maintain infrastructure, environmental, planning, and development project records.
- Assist with coordination of engineering, environmental, planning, and technical consultants.
- Support collection and organization of technical information, reports, studies, and project documentation.
- Assist with coordination of infrastructure readiness activities, including servicing requirements, utility coordination, and technical review processes.
- Track infrastructure and development project approvals, permitting requirements, servicing needs, and key project milestones.
- Coordinate collection of engineering, environmental, planning, utility, and infrastructure information required to support development projects.
- Assist with monitoring development projects from planning and approvals through permitting and construction readiness.
- Support coordination with government agencies, utility providers, consultants, project proponents, and internal departments regarding development and infrastructure projects.
- Assist with funding applications, reporting requirements, and project administration.
Community & Stakeholder Relations
- Provide information and educational materials regarding land administration processes.
- Assist community members, tenants, consultants, and external stakeholders with routine inquiries.
- Support community engagement activities related to lands initiatives and projects.
- Maintain positive working relationships with internal departments and external partners.
- Perform other related duties as assigned.
Education, Skills and Experience
- Diploma or Degree in Lands Management, Community or Urban Planning, Public Administration, Business Administration, Indigenous Governance, Planning, or a related field.
- Familiarity with land use planning, development approval processes, permitting systems, infrastructure planning, and project coordination is considered an asset.
- Minimum three (3) years of administrative, coordination, or land management experience.
- Experience working within a First Nation government, Indigenous organization, municipal government, or land administration environment is considered an asset.
- Knowledge of First Nations Land Management, land administration, leasing, development planning, permitting, infrastructure projects, or governance processes is considered an asset.
- Strong organizational and records management skills.
- Ability to coordinate multiple projects and priorities simultaneously.
- Strong written and verbal communication skills.
- Strong attention to detail and ability to maintain confidentiality.
- Proficiency in Microsoft Office Suite and electronic records management systems.
- Familiarity with GIS, land registry systems, project management software, or financial systems is considered an asset.
- Ability to work independently while maintaining strong collaboration with internal and external stakeholders.
Other requirements
- Valid drivers’ license, personal vehicle and the ability to travel from time to time.
- Overtime, weekend and evening work as may be required from time to time.
- Commitment to confidentiality, integrity and community service
- Satisfactory references check and criminal record check
