Office Coordinator

6 months ago

Victoria, Canada The Firelight Group Full time

**Position title**: Office Coordinator
**Position type**: Full Time, Permanent
**Location**:Edmonton, AB or Victoria, BC
**Reports to**:Operations Manager
**Supervised by**:Operations Manager
**Salary range**:Competitive, commensurate with experience
**Application Deadline**:Until position filled
**Position start date**:As soon as possible

**Background**:
**Job Duties**:
Reporting to the Operations Manager, the Office Coordinator is responsible for coordinating the day-to-day office administration across all Firelight locations. They will oversee office communications and support essential operations. This can include managing mail, coordinating meetings and ensuring efficient workflow and effective communication within the office environment. This role will be key in effectively managing communication between the Operations Manager and the various Firelight offices. This position is based out of the Victoria or Edmonton office and manages Vancouver and Toronto office needs remotely

**Key Responsibilities**

Operational:

- Ordering and managing office inventory and furniture
- Providing onsite and remote office and administrative support
- Keeping office supplies, tech supplies, and grocery items stocked
- Operating as main point of contact for all vendors and managing all maintenance initiatives
- Receiving packages & deliveries
- Managing the office schedules
- Manage and track office keys and fob passes
- Greet new staff and assist with onboarding new staff to each office
- Perform reception duties including answering the phone, greeting visitors, managing incoming and outgoing mail

Administration:

- Provide day-to-day organizational and administrative support to the organization
- Composing technical and administrative communications and inter-office communication
- Coordinating domestic and international travel, including but not limited to, flight, hotel, and car rental reservations
- Managing document signatures to completion
- Other administrative as assigned by business leads and executives as required
- Support the redevelopment of Operations files within Firelight’s internal digital shared file system
- Support and coordinate on-site meetings and staff events including room and catering setup

**Qualifications**
- Post Secondary Education in office administration, management, or related fields preferred.
- Three plus years’ experience in an administrative or clerical position, preferably with a consulting company
- Success in this position requires effective communication skills, efficiency and thoroughness, focus on results, relationship building, service orientation, team building and teamwork.

**Skills**
- Proficiency in Microsoft Office Suite of tools
- Proficiency in navigating iOS and PC environments
- Proficiency in digital filing systems
- Knowledge of the consulting working environment
- Experience fostering positive business relationships in a remote work environment
- Experience as an Office Coordinator
- Experience collaborating with all levels of the organization from front line to executive leadership

**Firelight offers compensation commensurate with skills and training, within industry standard ranges. We offer a progressive, flexible workplace and the following benefits**:

- Full Time, 4 day workweek (Monday to Thursday, 32 hours, 8 hour shift 8.30-5.00 or 9-5:30)
- 2 weeks annual leave and seasonal holiday in the last week of December, as well as bankable overtime
- Professional development funds
- Annual retirement savings plan contribution
- Benefits (extended medical, vision, dental) after probation period
- Disability, Life insurance
- Child care benefit, (up to $3,000 a year) and additional mental health benefits (up to $1,500 a year)
- Maternity and parental leave top-up
- Casual dress
- Employee assistance program

**To apply**:Please respond to our online ad with a resume and cover letter addressed to Ashlee Campbell, HR Generalist. We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
Firelight is committed to respecting diversity within our workforce and specifically to increasing the number of Indigenous employees within our organization. As a result, _we encourage all Indigenous applicants to self-identify in our recruitment and staffing processes and preference may be given to these applicants._

**Working at the Firelight Group means being passionate about what we do. Be part of our amazing team, with a very exciting future.**

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Overtime

Supplemental pay types:

- Bonus pay
- Overtime pay

Work Location: Hybrid remote in Victoria, BC V8W 2A1

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