Administrative Support Coordinator

2 weeks ago

Vancouver, British Columbia, Canada BC Maritime Employers Association Full time

We are seeking a highly organized and detail-oriented Administrative Support Coordinator to join our team at BC Maritime Employers Association.

Job Overview

This is an excellent opportunity for someone who enjoys providing exceptional customer service, working in a fast-paced environment, and supporting the Labour Relations team.

Key Responsibilities
  • Greet visitors and direct them to the appropriate person or department efficiently and professionally.
  • Monitor and manage phone lines, including screening and directing calls effectively.
  • Maintain the reception area to ensure it remains tidy and professional at all times.
  • Sign in visitors, provide temporary building passes if required, and deliver information to internal and external contacts via various channels.
  • Manage incoming and outgoing mail and packages securely and efficiently.
  • Maintain and order office supplies as needed to ensure smooth operations.
  • Organize and maintain department filing systems accurately and up-to-date.
  • Assist with scheduling appointments for visitors and meeting room bookings efficiently.
  • Perform various administrative tasks, including drafting correspondence, scheduling meetings, photocopying documents, ordering couriers, and responding to enquiries promptly.
Support to Labour Relations Team
  • Finalize and distribute discipline letters in a timely manner.
  • Maintain documentation in software and paper files accurately and securely.
  • Send member communications in a professional and courteous manner.
  • Maintain manager's on-call schedule and notify relevant parties accordingly.
  • Assist in preparation for bargaining, including booking meeting rooms and typing minutes efficiently.
  • Schedule, copy materials, create binders, and organize catering for meetings or training sessions as needed.
  • Receive, track, and process timesheets for pay claims accurately and within deadlines.
  • Book hotel and travel arrangements as needed to support team members.
Requirements
  • Superior customer service skills with the ability to handle difficult and sensitive situations quickly and diplomatically.
  • At least 2 years of office or administrative experience, or an equivalent combination of education and experience.
  • Diploma in office administration is considered an asset.
  • Proficiency in Microsoft 365 products, particularly Outlook, Word, and Excel.
  • Excellent multitasking skills and the ability to work in a fast-paced, high-stress environment.
  • Strong organizational skills with a keen sense of prioritization.
  • Effective written and verbal communication skills.
  • High attention to detail and dedication to meeting deadlines.
  • Flexibility, strong problem-solving skills, and a high degree of professionalism.
  • Ability to work collaboratively as part of a team and build positive working relationships.
  • Capacity to exercise tact and discretion when dealing with confidential and sensitive information.
  • Critical thinking skills and the ability to resolve issues in a timely manner.
  • Ability to work independently with minimal supervision.

BC Maritime Employers Association is an equal opportunity employer committed to creating a diverse and inclusive workforce. We welcome applications from candidates of all backgrounds.

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