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Visitor and Office Services Assistant
3 weeks ago
**Marketing Statement**:
Join a company that has been a part of moving Metro Vancouver for over 35 years.
British Columbia Rapid Transit Company Ltd. (BCRTC) maintains and operates the Expo and Millennium SkyTrain Lines from our central facilities in south Burnaby. Our services connect downtown Vancouver to the cities of Burnaby, New Westminster, Coquitlam, Port Moody and Surrey. With the future expansion of both the Expo and Millennium Lines gathering pace, infrastructure renewal and new asset acquisition projects underway, this is an exciting time to join our team of over 1,200 dedicated employees, working on one of the longest fully-automated rapid transit systems in the world.
Our work encompasses roles such as administration, engineering, elevator and escalator maintenance, field operations, vehicle maintenance, and wayside (station and guideway) maintenance.
When you work for SkyTrain, not only will you help move Metro Vancouver, you will also have access to comprehensive benefits including paid vacation, medical benefits, transit passes, training and more. We are a proud equal opportunity employer, committed to a diverse and inclusive workforce.
Come explore what makes us one of BC’s Top Employers
**Responsibilities**:
SUMMARY:
MAJOR RESPONSIBILITIES include but not limited to:
Visitors Services
Greet and welcome visitors and vendors:
Liaise directly with Guardhouse for visitor access as required.
Provide or arrange for an onsite escort as needed.
Serve as the first point of contact with visitors and vendors alike, provide information and pro-actively answer general inquiries as required.
Coordinate with appropriate staff regarding visitors’ arrival.
Ensure visitors follow the sign-in and sign-out procedures, including visitor passes
Ensure visitors adhere and understand the safety requirements.
Distribute relevant PPE if required.
Maintain the working area in a presentable and clean state.
Office Services Support
Coordinate and support incoming and outgoing inter-office and external mail services including couriers and other items as required:
Ensure deliveries are kept safe/secure and follow-up to ensure items are picked up in a timely manner. Follow-up on reports of missing supplies as required.
Assist with coordination of coffee and beverage orders:
Collect and submit orders for all departments.
Assist vendor with access to deliver supplies and service machines.
Monitor supplies and equipment in main lunchrooms and other areas as required.
Provide support for Print Management Program:
Ensure supplies are directed to correct printer locations and report issues (Corporate Services).
Assist vendor with access to service machines.
Conduct regular checks of printers to confirm locations, supplies, and signage. Refer issues to TransLink BTS as required.
Monitoring and upkeep of common areas as needed, reporting issues to appropriate persons and/or departments.
Oversee Conference Rooms:
Monitor meeting room calendars and help resolve scheduling conflicts, as required.
Perform regular checks of meeting rooms to check supplies, chairs and audio-visual equipment and instructions are in place and in the correct room.
Stock meeting rooms with general supplies.
Monitor and report any audio-visual (TransLink BTS) or furniture and fixture deficiencies (BCRTC Workspace Services).
Assist with setting up for larger meetings, tours, and events, including helping to coordinate any logistics and equipment rentals. Light lifting and rearranging small furniture will be required from time to time.
Provide general information to meeting rooms users as required related to protocols and procedures.
Provide support to Workspace Services:
Receive reports from staff of any broken office furniture or fixtures, and report to Workspace Services. Coordinate with Workspace Services on repairs/replacements as required.
Print/update name plate inserts as required.
Collaborate and communicate with other office support teams to ensure efficient office moves between locations while continuously improving relevant processes.
Performs other administrative support as assigned, such non-confidential items being of a nature that do not affect the value of the job.
**Qualifications**:
Strong organizational and interpersonal skills.
Ability to handle multiple priorities at once.
Completed high school education.
At least 2 years of experience in a similar role.
This position will be working onsite 5 days a week.
Daily tasks involve moving around the facility and premises.
**Other Information**:
Recruitment Process: An applicant will be required to demonstrate their suitability for this position by meeting the minimum level of qualifications and experience in order to be invited into the selection process. A standard interview format will be used including general, scenario and behavioural descriptive interview questions.
Once in the process, testing may be used to confirm this suitability and all intern
