Office Facilitator

6 months ago

Victoria, Canada Morrison Hershfield Full time

Morrison Hershfield is a multi-disciplinary consulting engineering and management firm located throughout the US and Canada. We are a dynamic, employee-owned, team-oriented firm with a diverse project list that ensures you will be working on exciting, high-profile and challenging projects. For more than 75 years, the people at Morrison Hershfield have been the leading force behind our continuous growth and the expansion of our services.

Here at Morrison Hershfield, we are committed to providing flexible work arrangements, to assist employees in fulfilling their multiple responsibilities at work, at home and in the community. Flexible work arrangements provide additional options for work schedules and locations. As we focus on project delivery, clients and staff, we have several working options available for working at Morrison Hershfield.

Our Victoria office is looking for an Office Facilitator who enjoys keeping themselves and others organized, takes ownership of the role, manages priorities in a fast-paced environment, and stays calm under pressure. The Office Facilitator will be passionate about creating a positive work experience for our workforce, utilizing technology to streamline processes, supporting company culture, and leading company initiatives. They will report directly to the Office Facilitator, Team Lead. The Office Facilitator will support the Victoria and Nanaimo offices. The role is 30 hours per week, based in the Victoria office, and in-office.

**Responsibilities**:
Administrative Support- Front desk and phone system coverage- Develop a basic understanding of the office’s services and clients to facilitate front line discussion with clients and callers- Monitor and order office supply inventory- Actively support digitization of business documents- Coordinate records management including off-site storage- Send, receive, and log couriers and mail- Track office seating assignments and coordinate the repair/purchase of furniture items- Maintain professional appearance in all office common areas including but not limited to reception, conference room, hallway, and office storage areas- Organize monthly and annual office events- Assist HR with onboarding new hires and offboarding departing employees- Provide basic HR and IT support (set up computer equipment, assist HR & IT as requested)- Coordinate with local staff to support Nanaimo office. Provide support for other offices as requested.- Maintain highest level of confidentiality and professionalism

Facilities Management- Coordinate with landlords, property management companies, and contractors for parking, office access, cleaning, and maintenance of office facilities- Support the Joint Health and Safety Committee with initiatives, deficiencies, certifications, and updates to the Emergency Response Plans- Support office renovations in cooperation with Director, Workplace Experience- Ensure physical security practices are followed with keys, access cards, and mail tracking- Other duties as assigned by the Office Facilitator, Team Lead

Accounting and Procurement- Assist in the preparation of annual office operating and capital budgets- Monthly tracking and audit of office budgets and spending- Invoice processing, coding, and tracking payments

Business Unit Support- Coordinate and track required training (specifically Working from Heights, CPR First Aid & AED, Confined Space Entry)- Coordinate purchasing of specialty and bulk items as request by Business Units- Format and produce technical documents- Able to pass a Criminal Record Check to process provincial security clearances

Qualifications:
- Minimum 3 years’ experience in office administration or facilities capacity ideally with exposure to basic IT, HR, and accounting responsibilities- Bachelor or related degree is a plus- Proven skills in all areas of Microsoft Suite (Word, Excel, Outlook, PowerPoint, Teams, etc.)- Must demonstrate the ability to exercise sound independent judgment- Superb customer-focused attitude and attention to detail- Ability to problem-solve and prioritize work- Excellent verbal and written communication skills- Ability to work independently as well as part of a team- Must be punctual, reliable, and able to work at our Victoria office

**Job Type**:
Regular

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