Office Administrator

4 weeks ago

Vancouver, Canada Form3 Design Inc. Full time

**Form3 Design Inc. is hiring an Office Administrator**

Hello applicants We are a creative design agency looking for an Office Administrator who, ideally, has experience working for an architectural, engineering, manufacturing or construction company. We ask that you be professional, easy-going, experienced in handling a wide range of administrative tasks, and can work independently with little or no supervision. You must be well organized and enjoy the administrative challenges of a growing design firm.

**About Form3**

Form3 is an industrial/product design company that has been operating since 1997 and recently moved into a new architecturally-designed office building in Railtown. We are an amazing team of 15 industrial designers and engineers who are innovators, problem-solvers, fun and outdoor enthusiast who care for the environment. Staff retention is high due to our open and supportive working environment.

Main responsibilities will include:
**Management Support**:

- Take minutes at weekly management meetings and facilitate effective communication and collaboration within the design team.
- Prepare and distribute internal communications, memos, and reports, as requested.
- Assist in maintaining and updating office policies and procedures.
- Assist with financial tasks, such as preparing and managing invoices.
- Monitor and manage office expenses to ensure cost-effective solutions.

**Project Support**:

- Assist with project planning, team scheduling, coordination, research and documentation.
- Support the design team in administrative tasks, tracking project timelines, and deliverables.
- Assisting with project-related tasks, including documentation, filing, and archiving.

**General Office Support**:

- Oversee the cleanliness, organization, and maintenance of the office environment.
- Greet visitors and ensure a positive reception experience.
- Coordinate incoming/outgoing deliveries and handle mail distribution efficiently.
- Maintain effective communication within the office and facilitate coordination among team members.
- Manage office supplies, inventory, and ordering new supplies as needed.
- Replenish kitchen supplies, ie. coffee, tea, cream and snacks, and coordinate cleaning duties.

**Assistance with HR Functions**:

- Support management with various tasks, such as onboarding and off-boarding, maintaining employee records, and assisting in the preparation of HR-related documents.
- Support HR functions, such as benefits administration and employee engagement initiatives.

**Event Coordination**:

- Assist in organizing company events, meetings, and conferences. Coordinate logistics, manage invitations, and ensure smooth execution of events.
- Assist with travel arrangements.
- Assist in cultivating team culture by organizing holiday gatherings, summer picnics, team-building events, and birthday cakes.

**Requirements**:

- 4+ years experience in a similar position
- Proficient with MS Teams, Excel and technology
- Strong administrative and organizational skills
- Excellent written and verbal communication skills
- Problem-solving skills and critical thinking
- Flexibility and adaptability to changing priorities
- Positive and professional attitude
- Strong interpersonal skills
- Trustworthy
- Bachelor’s degree is an asset
- Drivers license, is an asset
- Familiarity with InDesign, is an asset
- Name a product, on our website, in the first line of your cover letter.

What we offer:

- Opportunity for advancement
- Extended health care (Dental and Vision care)
- Profit-sharing
- A creative and respectful environment
- Casual dress
- Office social events and activities
- New office with fabulous view

**Job type: Full-time office-based, Permanent**

**Salary**: $55,000.00-$65,000.00 per year

**Benefits**:

- Casual dress
- Company events
- Dental care
- Extended health care
- Paid time off
- Profit sharing
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Vancouver, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

**Language**:

- English (required)

Work Location: In person

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