Facilities Coordinator

2 weeks ago

Greater Vancouver, Canada Waypoint Full time

POSITION OVERVIEW

Waypoint Insurance is seeking a proactive and detail-oriented Facilities Coordinator to oversee the efficient operation of our Metro Vancouver offices and branches. This pivotal role involves working closely with office and branch leadership, as well as external third parties, to ensure seamless coordination of services and facilities for staff. The ideal candidate will be forward-thinking, highly organized, and skilled in building both internal and external relationships to address the unique needs of each location. This position is hybrid, with required office days in our Vancouver office and occasional travel to support office administration across Metro Vancouver branches.


RESPONSIBILITIES:

Office Services

  • Coordinate and manage office services, including equipment procurement, supplies, maintenance, repairs, asset disposal, and security for multiple locations across Metro Vancouver and Vancouver Island.
  • Assign and oversee parking arrangements at branch locations, ensuring accurate record-keeping and communication with Payroll for taxable benefit purposes.
  • Facilitate staff access to branch locations by assigning and managing alarm codes and keys.


Communication & Administration

  • Collaborate with the Accounts Payable department to ensure timely processing of invoices related to office services.
  • Assist the Human Resources team in implementing and overseeing health and safety requirements across all branches.
  • Maintain a comprehensive resource list of office and equipment contacts to streamline administrative processes.
  • Handle other administrative and office-related tasks as required to support the smooth functioning of the business.


Process Improvement

  • Support potential office relocations by coordinating with the Leadership team to source and plan for transitions, ensuring minimal disruption to operations.
  • Distribute materials and items across various locations as needed.
  • Establish, refine, and consolidate office administrative processes to ensure consistency and efficiency company-wide.


Additional duties and responsibilities may be added during the course of employment.


REQUIREMENTS:

  • University degree or college diploma is an asset.
  • Valid BC Class 5 Driver’s License and access to a vehicle.
  • Minimum of 2 years of relevant experience in a fast-paced office environment.
  • Strong interpersonal and communication skills, both written and verbal, with the ability to interact effectively with a diverse range of stakeholders.
  • Self-starter with a quick learning ability and sound decision-making skills.
  • Proven ability to prioritize tasks and manage conflicting demands from various areas of the business.
  • Strong customer focus, business acumen, and process management skills.


Waypoint is actively committed to supporting diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply.

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