Office Administrator

4 months ago

Vancouver, Canada CitySpaces Consulting Full time

CitySpaces Consulting is a leading provider of community planning, development consulting, and consultation services in communities throughout Western Canada. For nearly, we have been committed to “building lasting, livable, and inclusive communities” with a spotlight on social sustainability. We work with a variety of clients in the government, business, institutional, and non-profit sectors, and bring exceptional experience in managing projects from vision to completion. We are known for our professionalism, dedication, social ethic, and inclusive approaches.

With current commitments and emerging opportunities, CitySpaces is seeking a part-time **Office Administrator** to join our firm based in our Vancouver office. We are seeking a friendly and reliable team member looking to build upon their experience to ensure the smooth running of our office and support our projects and proposals. This role oversees office communication and supports essential operations.

THE POSITION WILL INVOLVE
- Supporting colleagues with day-to-day activities such as administrative/clerical support, basic IT troubleshooting, filing, couriers, and maintaining supplies/equipment.
- Providing project support such as scheduling meetings and taking minutes.
- Assisting in the implementation of community engagement activities including venue/virtual room bookings, managing stakeholder lists/RSVPs, advertisements, and notifications.
- Assisting in research and data collection (e.g. data entry).
- Responsible for workplace first aid kit, earthquake kit, fire warden, health/hygiene protocols, and green sustainability protocols including attending building training sessions.
- Liaising with building representatives and coordinating vendors/contractors.
- General tasks to support the smooth and efficient running of the office.

YOU WILL BRING TO THE ROLE
- Administrative Certificate or equivalent program and a minimum of 3-5 years’ experience in office administration, project coordination or related field. If no certificate, 5+ years on-the-job experience, preferred.
- Experience in a professional services or consulting firm environment is preferred.
- Strong technology / IT skills including knowledge of Mac-based computers and software, Microsoft 365 including Teams and SharePoint, and commercial printers. Familiarity with various online/virtual platforms (e.g. Zoom, GoToWebinar, Mural).
- Proficiency in Microsoft Excel and experience preparing spreadsheets.
- Strong organizational and time management skills.
- Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, prioritize workload, and be flexible to meet and adapt to changes in organizational priorities.
- Excellent communication (verbal and written) and interpersonal skills.
- Ability to work effectively under pressure and manage and prioritize workload with competing priorities.
- Ability to work towards/meet project timelines.
- Ability to assess team support needs and take initiative to proactively assist.
- Occupational First Aid Level 1 would be considered an asset.
- Keen interest in social purpose initiatives, such as affordable housing, poverty reduction, equity and inclusion practices, and Indigenous issues.

PREFERRED WORKING STYLE
- Enjoy working within a collegial business environment that emphasizes high-quality performance and the ability to work independently, particularly under set timelines and budgets required to produce client deliverables.
- Proactive, positive, and creative problem solver and solution seeker.
- Friendly, collaborative team-player with a focus on productive outcomes.

COMPENSATION, TEAM + COMMUNITY
- Workweek: Estimated 20 to 25 hours per week with some flexibility to adapt schedule.
- Compensation: Wages set between $27 to $30 per hour, commensurate with experience.
- Vacation: Two weeks of vacation, plus three personal days and holiday days in December.
- Culture and Workplace: Working in a **collaborative **and **collegial **environment; a **highly supportive** culture and **inclusive workplace**; a focus on family and work/life balance.
- Values and Mission: CitySpaces prioritizes projects which are inspirational, meaningful, and result in community change.
- Volunteering: Community volunteer commitments are encouraged and supported.
- Work Arrangement: In-office presence with the occasional opportunity to work from home.
- Professional Development: Payment of professional dues, funding for pursuing professional development (e.g. courses, training), and opportunity to learn about and contribute to community planning and social purpose development projects. Peer learning, skill-building and receiving **mentorship** is inherent to this position.
- Other: Transportation allowance and an extended health and wellness benefits package.

SOUND LIKE YOU?
- CitySpaces evaluates job applicants based on merit, work experience, credentials, and potential to carry out the duties of the position.

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