Office Operations Coordinator

2 months ago

Vancouver, Canada VPAC Construction Group Full time

VPAC Construction is hiring a Office Systems Coordinator to support our Office Team at our head office in downtown Vancouver, BC. We are looking for an individual who is tech savvy, great at multitasking and working in a fast pace environment.

**Responsibilities**:
1. IT DEVICE MANAGEMENT

Set up and manage all tech devices in-office and on job sites (with the exception of client-provided wifi devices and printers), including but not limited to: computers, cellphones, tablets, tech accessories, boardroom teleconferencing tools, printers, and wifi. Work with third-party IT providers to procure, set up, and ensure remote management of devices. Manage all software licensing that does not fall under the purview of VPAC’s IT Manager.

2. IT SUPPORT

Work with IT Manager to solve all tech issues that arise. Ensure that VPAC’s policies and procedures are in line with best practices.

3. PROCORE SUPPORT

Support VPAC staff’s use of Procore by creating new projects, extracting projects, creating reports, and updating new vendors and new employees. Handle Procore Administrator tasks.

4. OFFICE MANAGEMENT

Provide management of the VPAC main office, including ensuring that the kitchen and other common areas are stocked and maintained, liaising with building management, and procuring office supplies for staff both in-office and on job sites.

5. ONBOARDING/OFFBOARDING

Set up all incoming employees, ensuring that they are properly configured in Procore and other essential software, and that they receive company-owned devices with all requisite software installed. Provide basic training in how to use company-owned devices and software. Decommission all outgoing employees, including backing up all data and ensuring that their devices are ready to hand off to the next incoming employee. Maintain confidentiality and discretion regarding incoming and outgoing employees.

**Duties**:

- Procuring, managing, and auditing phone lines, cell phones, and tablets, including monitoring cellphone billing and administering remote device manager.
- Coordinating IT support with VPAC’s IT Manager.
- Troubleshooting technical challenges as they arise.
- Overseeing the procurement and set-up of all computers and associated accessories.
- Administering the main office’s landline.
- Administering the main office’s wifi account and associated devices, and setting up wifi accounts on job sites when necessary.
- Assisting VPAC’s IT Manager to administer cybersecurity training.
- Managing printer resources and procuring printer ink.
- Managing software licenses not within the scope of VPAC’s IT Manager.
- Tracking all employee devices and software, including all employee Microsoft passwords.
- Providing support for cybersecurity insurance renewal.
- Overseeing shared Microsoft calendars and groups.
- Maintaining and disseminating company contacts to all VPAC employees.
- Administering VPAC’s Procore platform.
- Managing the set-up procedure for all incoming employees, including configuration of company-owned devices and software.
- Decommissioning all outgoing employees, including backing up all company-owned data.
- Maintaining all communal spaces in the main office, including meeting rooms.
- Overseeing food and beverage services for the main office kitchen, including restocking of communal items, and maintenance of the coffee machine and beer taps.
- Ordering/replenishing office supplies for both in-office and site staff.
- Acting as the liaison between VPAC and building management to address and resolve maintenance issues.
- Facilitating office building & gym access for employees.
- Procuring, setting up, and reorganizing furniture and other resources for the main office.
- Provide administration of VPAC’s storage unit inventory.
- Set up bottled water accounts for job sites, as required.

**About VPAC**:

- Competitive wages
- 100% Employer paid Extended Health Benefits
- Health Care Spending Account
- On the job training
- Career Development opportunities
- Friendly positive work environment

For the past two decades, VPAC has built a reputation for excellence in pre-construction, construction management, and general contracting services for commercial, multi-family, and seniors’ housing projects.

Along with this position’s career advancement, this is also an opportunity to join a team that celebrates leadership at every level. Our culture focuses on supporting each other to take on responsibility and grow both personally and professionally and giving everyone the supportive autonomy to excel in the position.

Focused on providing more than an environment to excel professionally, our collaborative and support-based workplace culture is also structured to foster long-term relationships and mentorships that form the foundations of successful careers.

If you think you are a good fit for this position, please submit your resume (word document or PDF) along with a cover letter explaining why you’re the right p

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