Coordinator, Office and Facilities Management

**Who We Are**:
A career at BC Infrastructure Benefits (BCIB) grows opportunities in the skilled construction trades and helps build respectful jobsites free from discrimination and harassment. BCIB is the progressive employer on major public infrastructure projects in British Columbia. We are building a diverse, skilled workforce to support the construction industry in British Columbia now and in the future.

At BCIB, our commitment to diversity and inclusion is central to our mandate and our values. We value every voice, share every challenge, limitless in our pursuits, and welcome any excuse for a potluck. If you are looking for an exceptional place to work where you can make a positive impact across the province and enjoy a culture of belonging, consider a career with BCIB.

**BCIB has been recognized as one of BC's Top Employers and as one of Canada's Best Diversity Employers. Find out why**:
**Job Summary**:
In this role you will be reporting to the Associate Manager. The Coordinator, Office and Facilities Management is responsible for managing the day-to-day activities of the reception area and office by providing general administrative support. In this role you will serve as the first point of contact for external visitors and internal staff. The Coordinator will be responsible managing common space calendars, ordering and managing office supplies, supporting the Executive Team with basic administrative support, and liaising with the building’s property management to coordinate facilities related needs. The Coordinator, Office and Facilities Management is a well presented professional, welcoming, hospitable, and flexible to the needs of a fast-paced environment.

**Essential Duties & Responsibilities**:
**Office Duties**
- Responsible for providing general administrative and office support.
- Answer the main reception line, screen, and direct calls. Take and relay messages. Provide information to callers, deliver messages and run errands.
- Greet visitors entering the organization and direct to correct individual.
- Handle enquiries from internal and external stakeholders.
- Responsible for incoming/outgoing courier packages.
- Receive, sort, and log all incoming/outgoing mail, coordinate and distribute all incoming documents, packages, and information.
- Coordinate and maintain shared boardroom calendars.
- Responsible for ensuring the boardrooms are set up for internal and external meetings, including document prepping, catering and AV set up.
- Responsible for conducting office walkthroughs to ensure office and kitchens are tidy and printer areas are organized and stocked.
- Maintain a detailed inventory of office supplies, tracking trends and waste.
- Responsible for ordering inventory for all departments and project sites.
- Responsible for ensuring kitchen facilities are clean, organized and fully stocked throughout the day.
- Conduct weekly office shop.
- Manage the travel process and organize travel requirements as needed.
- Responsible for keeping and maintaining an inventory of office keys
- Responsible for maintaining the inventory of access passes, conducting regular access reviews, and requesting new passes as needed.
- Responsible for managing parking passes.
- Responsible for updating the office administration guide, travel guide, and other departmental documents.
- Support departmental administrative tasks as required.
- Support the Executive Management team with administrative tasks as required.
- All other office duties as required.

**Facilities Management**:

- Liaise with the building’s property management to coordinate office cleaning and maintenance. Track and follow up with service issues.
- Manage a facilities calendar of weekly, monthly, and quarterly office requirements and coordinate services with vendors as needed.
- Serve as the primary point of contact for all building contacts and external vendors.
- Manage relationships with vendors for the office supplies, equipment, maintenance, and other services.
- Monitor vendor performance, communicate and escalate any issues.
- Track expenses associated with vendor services.
- Ensure all vendor quotes are submitted to procurement through NetSuite.
- Conduct Fire Warden responsibilities, including leading fire and earthquake drills.
- Update office floor plans as required.

**Qualifications & Years of Experience**:

- High School Diploma
- Associate degree is an asset.
- 3 - 4 years of Office Coordinator/Administrative Assistant position supporting senior level management.
- Proven experience with Microsoft Word, Excel, PowerPoint, and Outlook in an administrative work setting.
- Ability to operate and trouble-shoot general office equipment (e.g. printers, photocopiers, boardroom videoconference units, etc.)
- Experience with vendor management, travel bookings and scheduling.
- An equivalent combination of education and experience may be considered.

**Preferred Skills**:

- Polished and professional telephone manner.
- Conflic