Office Coordinator

2 weeks ago

Vancouver, Canada Axiom Builders Full time

About The Company:
Axiom Builders is a leading construction partner for many major developers in both residential and commercial construction, with over 5 million square feet under construction in Vancouver, Victoria, Calgary and Seattle. Our skilled team of over 500 diverse construction professionals are dedicated to meeting client expectations, with the goal of becoming an extension of their project team. Together, we execute thoughtful community-centric projects, always with safety top of mind and backed by our COR safety certification.

From iconic residential towers, noteworthy rental developments, LEED Gold office buildings, and purpose-built tenant improvements, our portfolio and expertise continue to grow. Two of our projects - Fifteen Fifteen in Vancouver and REN in Seattle - received a 2023 Award of Excellence from the Council on Tall Buildings and Urban Habitat (CTBUH). We’re also proud to have representation on the UDI U40 Executive Committee, and to have made Kincentric’s Best Employers list a few times over the past few years.

Our expertise, determination and straightforward approach are derived from our values - Accountability, Autonomy, Excellence, Humility, and Respect. The result: a quality product that’s built right - the first time.

Learn more about life at Axiom and our projects.

About The Role:
As we enter the final expansion of the Axiom Builders head office in Downtown Vancouver, we are looking for an experienced, self-managed Office Coordination & Reception Lead to serve as the linchpin of our 4-storey head office in British Columbia, home to almost 200 employees.

As the office and business operations continue to scale, the potential of this role will grow along with it, paving the way for a long-term career in Office Management or other career opportunities of your interest.

Note: This role will be seated at our main reception area but will have the autonomy to move around the office.
- Key Responsibilities_

Office Experience (Coordination and Events) - 50%
- Oversee and deliver a variety of diverse small to medium sized corporate events, including quarterly office breakfasts, cultural celebrations, and monthly socials to drive employee engagement;
- Liaise with building and facilities management through a building service request management portal to manage any requests for office improvements, security, and access cards;
- Maintain full inventory of kitchen and office supplies, proactively placing orders based on the needs of the business
- Oversee mail collection from MNP mailroom and Jameson and support the office with all courier requests;
- Participate actively in the office safety committee, under the direction of the Safety department and the Manager, Corporate Services;
- Assist in other relevant duties as needed, such as data entry projects, shredding, and archiving old documentation.

Reception Management - 40%
- Manage front desk operations, including phone calls and deliveries, ensuring a professional and inviting atmosphere by personally welcoming visitors, employees and new hires
- Create and manage a plan for reception coverage when needed (time-off, meetings, lunch hours, snow days) and proactively communicate scheduling adjustments;
- Provide basic trouble shooting support for boardroom equipment on reception level;
- Oversee boardroom reservations, ensuring meeting rooms are always organized and well maintained for ahead of client meetings;
- Draft, update and maintain standard operating procedures related to the reception role.

General Administrative Support - 10%
- Support Human Resources team with small HR initiatives and expense reports;
- Other general administrative support as required.

What You Bring:
You are an intrinsically motivated self-starter, and you take pride and accountability to set high standards for yourself and deliver quality work, regardless of the task at hand. You are someone who is energized and motivated by building interpersonal connections with others, and you recognize trust is at the core of strong relationships with peers and clients.
- Skills and Experience_
- Ideally three (3) years of experience in office or events coordination, reception or a similar role;
- Ability to commit to in-office hours between 8AM to 4:30PM;
- Excellent people-first, service-oriented communication skills (both written and verbal);
- Strong work ethic, with the ability to self-manage, think critically, anticipate needs, and prioritize workload;
- Ability to work in high volume, regularly changing and fast-paced environments;
- Adaptability and flexibility to handle diverse tasks and adjust to evolving work demands;
- Professionalism in interacting with colleagues, clients, and external partners;
- Strong interpersonal skills for fostering positive relationships that encourage employees to reach out, ensuring they feel at ease connecting with you.

**Your Rewards**

We’re committed to the success and development of our people and recogniz

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