Office Administrator

CoPilot AI is a fast growing, Vancouver-based SaaS company with a mission: to innovate the way people grow their business by humanizing digital interactions in a scalable way.

We believe in maximizing authentic and mutually beneficial human connections for business growth, which is why CoPilot AI automatically targets qualified people on social media, initiates one-to-one conversations, and surfaces timely sales opportunities without requiring any cold calling, events, or expensive advertising. Our goal is to create a place where our customers can have more meaningful conversations at scale.

As we scale into the next phase, we are looking for a Vancouver-based **Office Administrator** to join our General & Administrative team

**The Role**

Are you an expert in office operations who thrives in a dynamic environment? Do you enjoy supporting others and excel in organization and attention to detail? If this sounds like you, we’d love to hear from you We are looking for an Office Administrator with a passion for helping people, strong organizational skills, a proactive attitude, and the ability to thrive in a fast-paced environment. You'll manage daily office operations, collaborate closely with our Executive Assistant (EA) on longer-term projects, and most importantly, ensures every interaction leaves a positive, lasting impression.

**_ This role requires you to be in the office Monday to Friday, providing essential support to our team._**

**What you’ll do**:

- **Office Operations**:

- **Office Management**: Manage office activities, including but not limited to visitor and employee sign-in, access systems, mail management, and shipping/receiving
- **Facility Maintenance**:Maintain office spaces, ensuring they are well-stocked, clean, and welcoming; perform light cleaning of communal areas
- **Vendor Management**: Manage vendor communications and office supply procurement
- **Technical Help**: Hardware maintenance and management and troubleshoot basic IT and hardware issues
- **Share Updates**: Circulate company-wide updates and information
- **Meeting Coordination**:Manage company-wide meetings (e.g., weekly All Hands), process documentation, and file organization
- **Building Management**:Coordinate with building management and security personnel to address any security issues, including frequent fob audit
- **Coordination of Company Events**: Support planning of company culture events as part of the Culture Committee
- **Other Project Support**:Tactical support to the EA for larger impact projects such as the company’s move to hot-desking
- **Adhoc**:Perform ad hoc duties as assigned
- **People & Culture Support**:

- **Onboarding and Offboarding Support**:Assist P&C with on/off-boarding while ensuring new hires feel welcome

**Who you are**:

- Minimum 1 year of experience providing administrative/secretarial support in a professional office environment
- Excellent organizational and prioritization skills with the aptitude for tracking and efficiently completing multiple tasks with extreme accuracy
- Enviable interpersonal skills with the ability to build trusting relationships with team members, leaders, and external partners
- Outstanding written and verbal communication skills to effectively drive cross-functional initiatives forward
- Ability to demonstrate a collaborative and forward-thinking approach to process development and improvement
- Tech-savvy with proficiency in Google Workspace and able to quickly learn new tools and platforms
- A “can do” positive attitude and a team-oriented mindset
- Extremely proactive and thrives in a dynamic, entrepreneurial, roll-up-your-sleeves culture

**Bonus points**:

- Previous experience working in a SaaS or a technology company
- Book-keeping experience with recording expenses, categorizing and matching receipts, performing reconciliations and depositing cheques

**What’s in it for you**:

- **Competitive Compensation**: A competitive annual base salary between the range of $47,000 to $53,000 CAD, commensurate with experience and skill level. In addition, you will also be eligible for an annual performance bonus of up to 15% of the base salary.
- **Comprehensive Benefits**: We've got you covered with a comprehensive benefits package, including health, dental, and vision insurance.
- **Health and Wellness Spending Account**: We care about your well-being inside and outside the office. You will receive an additional $200 per month for a health and wellness spending account for gym memberships, haircuts, ski lift tickets, home office set up, and more.
- **Paid Time Off**: We offer a generous paid time off policy as we believe that rest and rejuvenation are key for high performance.
- **Stock Options**: Upon joining CoPilot AI, you will receive stock options with the expectation of significant value. We're a team of high performers working together on a breakthrough success story, and we want you to share in the value we're creating.
- **Cultu