Office Administrator

7 months ago

Vancouver, Canada Beedie Full time

**Who We Are**

**At Beedie, we foster talent, encourage innovation, and reward success. We’re always looking for like-minded people to join our team and share our passion for doing the best work of our lives. Our approach is simple: we work hard, we have fun, and we make a difference. And, we’ve been recognized as a top employer provincially and nationally. Our people are the heart and soul of our organization. If you are passionate, hardworking, ambitious, and want to be part of a dynamic and growing company that will take your career forward, join us.**

**Position Overview**

The Office Administrator plays a pivotal role in ensuring Beedie’s operational processes are at the highest level. You are a customer service guru who thrives in a fast-paced environment. This role includes both front and back of house duties.

Primary responsibilities include support with office and travel administration, facilities maintenance, process creation/improvement, cultivating vendor relationships, and providing exceptional client service. You are incredibly pro-active, not afraid to roll-up your sleeves and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

**Key Responsibilities**:

- Welcome visitors in-person or on the telephone; answering/referring inquiries, guiding them to the appropriate meeting rooms, offering refreshments as needed
- Opening/closing duties of the Downtown office; providing vacation/sick reception coverage in our Burnaby Head Office as required
- Manage a multi-line switchboard, screening cold calls, taking messages, and forwarding to the appropriate individuals
- Provide superior customer service while maintaining privacy and confidentiality
- Receive, sort, distribute and coordinate incoming/outgoing mail including priority post, packages, courier services and other correspondence
- Maintain overall cleanliness of office kitchen, boardrooms, gym space and reception, ensuring a tidy and presentable workplace
- Assist with various office duties (printing, filing, scanning, copying, binding/assembling etc.)
- Monitor usage, organize, and coordinate distribution of weekly office fruits and snacks
- Inventory management: ordering and organizing coffee/tea, snacks, office stationery and kitchen supplies as needed
- Servicing of coffee/ice machines, office equipment, gym equipment etc., liaising with appropriate vendors or individuals where support is needed
- Coordinate meetings, liaising with teams to move and re-schedule as required
- Assist with organizing catered lunches, sourcing vendors, and liaising with requestor on event details
- Process creation and efficiency (i.e., automation where applicable) to optimize office operations
- Organize and file documents either electronically or with a paper filing system
- Set up or clean up of workstations/offices for new or departing employees
- Support coordinating of office moves/renovations: updating contact lists, office seating layouts and parking arrangements
- Liaise with vendors addressing concerns or additional required tasks (i.e., cleaners, plant maintenance, dry cleaners, iron mountain, personal trainer contractors)
- Coordinating the cataloguing of files stored off-site at Iron Mountain; administration of the on-site archive warehouse
- Errands and projects as assigned
- Research and make travel arrangements including flights, hotel and car (including rental car insurance tracking)
- Ensure that all travel arrangements are made ensuring maximum efficiency, cost effectiveness and accuracy
- Tracking of travel bookings, specifically hotel and flight cancellations, to ensure appropriate credits/refunds are received
- Create travel itineraries and manage change requests, ensuring all changes are communicated with the applicable employee(s)
- Track and update travel logistics

**Desired Skills and Experiences**:

- 2+ years’ experience in an administrative, customer service and/or office function role
- Strong interpersonal skills (both written and verbal) and the ability to contribute effectively within a team environment
- Ability to work efficiently and without mínimal supervision
- Intermediate computer skills - Microsoft Office (specifically Outlook, Word & Excel)
- Able to schedule and track multiple requests from start to completion
- Exceptional time management and organizational skills
- Ability to identify, assess and solve problems independently and proactively
- Strong sense of integrity, professionalism, and loyalty with the ability to deal with sensitive and confidential information
- Proactive, positive attitude, outgoing and good sense of humor
- Flexible, ability to adapt to fast-paced environments and comfortable with ambiguity

**We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available.

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