Office Services Coordinator

**Job Type**Regular Full-Time
**Remote Type**Hybrid
**Location**Vancouver, Canada
**Posting Range**$40,200 - $69,400

**Love What You Do**
Family is part of Definity, a Canadian, multi-channel, property, and casualty insurance company whose success is founded on our family of companies’ long history of delivering a superior experience for those who count on us. We’re proud to help our customers, broker partners, employees, and communities adapt and thrive in a world of constant change. Our success in transforming into a digital leader in our industry is driven by a talented and engaged team with a passion for innovation and high performance.

Our ambition is to be one of Canada’s leading and most innovative P&C insurers. Come be a part of our journey, and love what you do.

Family offers flexible, hybrid work experience where employees work from the office and virtually depending on the type of work they are doing and who they are working with. Bring your true self and be a part of our journey. It’s better here.

**What can you expect in this role?**
The Office Services Coordinator provides reception and operational support for Family Insurance Solutions Inc. and reports directly to the Manager, Human Resources. The Office Services Coordinator plays a key role by providing a positive first impression of our company to our customers and provides an advanced level of operational support requiring strong initiative and judgment.
The full job description will be provided at interview.
**Responsibilities**
**_Operational Maintenance & Operations Support_**:

- Ensure contracted work is completed within budget and on time
- Maintain and dispose of furniture assets, as required
- Coordinate required building/corporate services with any activities with vendors for internal/external moves, deficiencies, operational processes, and building management requirements
- Business Continuity, Evacuation coordination and JOHSC support
- Oversight of desk booking software and admin access for occupancy reports
- Maintain kitchen and meeting rooms and coordination of janitorial services.
- vent coordination and support.
- Other administrative task as required, including supporting HR, Marketing and Underwriting

**_P_**_Purchasing and Expense Coordination_**_xpense Coordination_**
- Negotiate quotes from suppliers, contractors, and building maintenance ensuring competitive rates are obtained for goods and services.
- Maintain various stock levels
- Ensuring the office is maintained and clean
- Ensure all facility related invoices are accurate
- Monitor actual expenditure against budget
- Processing reports and curating data to assist with analysis

**_Supervision of Office Services Assistant_**
- Provide direction with respect to job duties
- Provide backup to the position as needed
- Consult with the Manager, HR regarding staffing and workflow issues
- Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
- Provides backup to Office Services Assistant (Receptionist).

**What you bring to the role?**
**Experience & Educational Qualifications**
- 3+ year’s prior reception and office administrative experience, ideally in a corporate office environment
- Flexible ‘can do’ attitude
- First Aid qualification, or willingness to obtain
- Proficient computer skills, including Word, Outlook and Excel. Nice to have a working knowledge of Office 365.
- Excellent written and verbal communication skills with an adeptness in negotiation
- Proven time management and organizational skills
- Professional, friendly and courteous in all interactions
- Perform well in a busy operation and remain calm under pressure
- Demonstrated ability to handle a medium volume of calls in a busy office environment
- Proven problem-solving abilities; able to trouble shoot difficult customer service calls
- Able to work independently, set and meet deadlines and achieve goals
- Have a strong customer service orientation
- Possess discretion and ability to manage confidential information
- Ability to meet business objectives and be a value-added team player
- Experience in a reception and office administration role in a busy corporate environment.
- Completion of secondary school is required.

This position may involve occasional heavy lifting of office supplies and other office-related equipment (up to 30 lbs.). This is an onsite role located at our 1055 West Georgia St, Vancouver location.

**Pay range for this role is $40,200 - $69,400**

**What's in it for you?**
- Company share ownership program
- Retirement savings program with company-matched RRSP contributions
- Generous time away, including vacation, personal leave, and birthday leave.
- Paid volunteer days and company matching on charitable donations.
- Competitive salary and benefits, including educational resources, tuition assistance, and paid time off to study for exams.
- Focus on inclusion with employee groups, access to BI