Operations Administrator

3 weeks ago

Burnaby, Canada MOSAIC Full time

**MOSAIC operates on the traditional and unceded Coast Salish Territories, the ancestral lands of the sḵwx̱wú7mesh, sel̓íl̓witulh, xʷməθkʷəy̓əm, qiqéyt, sc̓əwaθən məsteyəx, kʷikʷəƛ̓əm, q̓ic̓əy̓, qʼʷa:n̓ƛʼən̓, SEMYOME and Matsqui nations where we are privileged to carry out our mission.**

**WHY YOU SHOULD WORK WITH US**:
MOSAIC is one of Canada’s largest settlement non-profit organizations. Our newcomer services change the lives of immigrants, refugees, and individuals from diverse backgrounds in Greater Vancouver and throughout BC. Since 1976, MOSAIC has worked to strengthen communities by advocating for positive changes and supporting newcomers in building their new lives in Canada. As an employer we are committed to fostering a diverse and inclusive workplace where employees can trust that their skills and contributions are valued. We advocate for and promote equitable employment opportunities for women, Indigenous Peoples, people with disabilities, persons of diverse sexual orientation, gender identity or expression (2SLGBTQI+), and racialized individuals. We have been recognized in the 2019 List of Best Workplaces in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces in Canada (100-999 employees) by the Great Place to Work® Institute. Our employees benefit from many diverse perspectives, taking part in training opportunities for career growth.

Today the organization engages and serves over 26,000 clients per year at 47 service and community locations in Greater Vancouver through a wide range of high-quality settlement and integration programs including services geared towards youth and family, interpretation and translation, language and workplace training, counselling, and employment. As a certified living wage employer and a CARF-accredited organization, MOSAIC is among the country’s largest immigrant-serving organizations and enjoys a superb reputation, a solid financial position, and a hugely compelling mission.

**JOIN OUR TEAM**

**POSITION FUNCTION**:
The Operations Administrator is responsible for a variety of tasks in facilities, purchasing, equipment maintenance, and related areas. While directly reporting to the Operations Manager, the position may also provide support to the IT Manager and other department management as required.

**KEY DUTIES AND RESPONSIBILITIES**:

- Engage with trades people, building management and maintenance, MOSAIC site managers, and other building tenants about facilities-related matters
- Monitor building maintenance, janitorial services, and equipment and perform on-the-spot repairs and clean-ups when required
- Conduct site inspections and report potential hazards and/or need for external maintenance and repair
- Collect data about required leasehold improvements and defects of building systems (HVAC, plumbing, electrical, telephone, network, etc.)
- Working with the Operations Manager, monitor and control the status of renovations in existing and new leased space
- Order and purchase equipment, software, supplies, tools, and services as assigned and process invoices on a timely basis
- Maintain and distribute electronic and paper records (invoices, packing slips, purchase orders, asset tracking, maintenance schedules, lease schedules, insurance schedules, etc.) for Operations and IT departments
- Organize storage space, maintain supplies stock, and conduct inventories of records and equipment in preparation for disposal
- Research suppliers/trades for Operations and IT needs and present recommendations to Managers
- Upon request, provide support to the Health, Safety and Security Team (HSST)

**MINIMUM QUALIFICATION**:

- Certificate and/or appropriate experience in office administration,
- Two year minimum of related experience.
- A current and satisfactory Criminal Record Check is required

**DESIRED SKILLS AND QUALIFICATIONS**:

- Knowledgeable in standard office equipment; MS Office suite; familiarity with building systems (HVAC, electrical, plumbing, telephone)
- English communication skills, other languages an asset
- Hands-on experience in facilities/equipment maintenance (minor repairs and installations)
- Excellent Customer service skills.
- Organized, detail-oriented, and accuracy with numbers
- Able to set priorities, meet deadlines, schedule multiple tasks, problem solve, and be adaptable to the immediate needs of internal customers
- Cultural awareness, tactful, discrete, diplomatic, patient, flexible
- Able to work independently and with a team
- Administrative experience in record-keeping (electronic and paper) and in purchase documentation and processing
- A valid Class 5 driver's licence

**BONUS SKILLS AND QUALIFICATIONS**:

- Experience working in a non-profit and/or social service will be considered an asset.

**COMPENSATION**: $26.63 - $27.19 per hour

**HOURS**:Full-time position (35 hours per week)

**BENEFITS**:

- A competitive benef

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