Office Coordinator

2 weeks ago

Vancouver, Canada Conwest Contracting Ltd. Full time

Position Title: Office Coordinator

Reporting Relationship: Controller

The Office Coordinator works closely with all staff members, with a server mentality and a focus on providing administrative assistance to all departments as part of a collaborative team-based culture.

Our Team is a flat, fast, and entrepreneurial and you thrive in this supportive, casual environment. You bring your own mix of talents to this team and support others, like they support you in your daily endeavors.

At Conwest, we provide our employees with worthwhile, engaging work and offer a competitive compensation and benefits package, a casual and family-friendly atmosphere, ongoing education and training, and so much more.

**KEY RESPONSIBILITIES**

**Reception**
- Answer/redirect phone calls.
- Sort, stamp, and distribute incoming mail; prepare, stamp, and deposit outgoing mail.
- Load, troubleshoot the Pitney Bowes Postage Meter.
- Schedule courier deliveries and distribute incoming packages.
- Order/distribute office/kitchen/janitorial supplies.
- Work with Telus to add/remove users and numbers as needed; oversee all direct dial phone system
- Track/order custom pre-printed stationary and forms.
- Basic, routine maintenance of the copiers and printers.
- Tidy, maintain, and stock the kitchen and boardrooms.
- Manage and maintain boardrooms from bookings to meeting set-up including I.T. needs.
- Maintain and stock the supply room.

**Office Administration**
- Maintenance of effective office systems and procedures, including making informed decisions about purchases and maintaining office suppliers; work directly with suppliers to negotiate new supply costs
- Primary contact for building managers, including building and facilities maintenance by addressing all building maintenance issues, liaise with building vendors (landlord, utilities, security, etc.), and communicate important office related information to staff (such as planned power outages, new vendor, changes in current vendor services, etc.);
- Administer cell phone contract and addition and removal of staff from the cell phone plan as needed;
- Arrange office and site c-can internet as needed;
- Coordinate mobile device management (MDM) system for iPad users;
- New employee desk and phone setup; including onboarding of security systems and in office fire and emergency safety;
- Assist with preparation and updating of Company policies as they relate to office efficiencies;
- Assist with office-related contracts and contract renewals including contracts for third-party storage, shredding, copiers, office phones, janitorial and building maintenance;
- Maintenance of the file room and third-party storage, catalogue/archive files on an ongoing basis;
- Procure and manage corporate wear, maintain inventory records and swag packages to new employees;
- Administer Company’s memberships to affiliated associations and coordinate Management participation to events;
- Oversee kitchen and boardroom supplies and ensure professional office appearance;
- Coordinate office recycling/shredding as required.
- General office support, as required.
- Other office-related projects as assigned by the Conwest Senior Management.

Event Coordination
- Help to plan, organize, and execute a variety of internal and external events.
- Luncheons/Beer Fridays (ordering food/prep/cleanup).
- Coordinate and manage company special events, including Christmas party, staff events and outings, and booking of travel, accommodations, and activities for the same;
- Coordinate company bi-annual AGM events;
- Coordinate management participation in third-party events (golf tournaments, expos, etc.), including ensuring the event expenses track against budget, liaising with third parties, organizing travel and accommodation and communicating the same to Management;
- Assist with all aspects of event planning and management, including identifying and working with external venues/facilities, and maintaining event budgets.
- Assist with ordering supplies and gifts for all types of events, including staff celebrations.
- Assist with event logistics, help carry out pre-event set-up and post event closure.
- Work closely with other team members to ensure operational requirements are fulfilled.

Marketing Coordination
- Maintaining corporate and project websites through Website developers
- Maintaining social media accounts and posts (e.g. Facebook, Instagram, LinkedIn, etc.)
- Coordinating photography and scheduling, including corporate headshots and site-related shoots
- Assist with preparation of corporate newsletter.
- Any other ad-hoc marketing requirements or support

SOFT SKILLS & CHARACTER

Relationship and Collaboration Focused
- Be an active listener to messages being communicated by stakeholders and authentically engage with them in the work of the organization
- Possess a strong level of emotional intelligence (EQ)

Integrity
- Act in a manner consistent with the vision, mission, and values of Conwest
- Consi

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