Office Coordinator

2 weeks ago

Victoria, Canada Beacon Community Services Full time

**Department**: Finance/Admin

**Days/Hours of Work**: Monday - Friday, 37.5 hours per week

**Posting Period**: Until Filled

**Start Date**: ASAP

**Union**: Exempt

**JOB SUMMARY**:
**DUTIES AND RESPONSIBILITIES**:

- Executive/Senior Management Support_
- Schedule and coordinate meetings for the CEO and VP Operations including preparing agendas as needed, ensuring relevant equipment is prepared
- Design and maintain effective filing systems/procedures for retention, transfer and disposal of records
- Prepare correspondence and materials as needed
- Assist Director, Communications with Board Committees and Board Meeting set ups when required
- Support employee recognition and team building activities by coordinating office events and ordering gifts
- Office Management_
- Establish and maintain office protocols and practices in collaboration with team members
- Coordinate workspace assignments as well as furniture and equipment arrangements for effective workflows
- Establish and maintain effective file systems and protocols including paper and electronic processes
- Develop onboarding process for new employees at head office in conjunction with HR and the employee’s manager
- Ensure safety and security by setting up/discontinuing office access of employees
- Provide welcoming reception services for visitors and deliveries
- Ensure office supplies are well stocked and equipment is well maintained
- Ensure meeting rooms, washrooms, kitchen and common areas are well maintained and stocked
- Coordinate maintenance requests and office improvements with the maintenance team
- Provide back-up support for Finance and HR teams as needed.
- IT support_
- Arrange and coordinate corporate mobile phone plans and equipment for employees
- Liaise with IT service provider on issues, upgrades and repairs.
- Control and track assignments/access to IT equipment
- Health and Safety
- Coordinate and keep appropriate records of emergency procedures and lead regular emergency procedure practices
- As a member of the Joint Occupational Health & Safety Committee, provide JOHS administrative support and coordination
- Participate in workplace inspections and incident investigations

**QUALIFICATIONS/REQUIREMENTS**:

- Post-secondary education in a relevant field is preferred
- A minimum of 2 years administrative or office management experience or a combination of education and experience

**KNOWLEDGE/SKILLS**:

- Advanced organizational, time management and administrative skills
- Strong computer skills with expert knowledge of Microsoft Office, Outlook, Word, Excel and PowerPoint
- Self-motivated, action-oriented multi-tasker
- Ability to effectively navigate competing priorities
- Attention to detail and keen eye for process improvement
- Excellent interpersonal skills
- Strong English language communication skills (verbal and written), effective listening skills, and the ability to maintain confidentiality, discretion, tact and diplomacy in interactions with staff, volunteers and the public
- Flexible, collaborative team player who thrives in a dynamic environment

**ADDITIONAL INFORMATION**:
Beacon Community Services serves vulnerable populations including seniors, people with disabilities, children and youth. Protecting these people and our teams on whom they rely is critical to us. Accordingly:

- ** All successful applicants must consent to a Solicitor General’s Criminal Record Check.**:

  • Payroll & Benefits Coordinator

    6 days ago

    Victoria, Canada Monk Office Full time

    **Schedule: Full-time | Location: Victoria (800 Viewfield Rd.)**: As a member of the Finance Team, the Payroll & Benefits Coordinator is responsible for the accurate processing of the Company’s payroll, administration of the benefits program as well as other accounting support as required. Come work with an established and vibrant company with its roots...

  • Office Coordinator

    2 weeks ago

    Victoria, Canada Union of British Columbia Municipalities Full time

    **Union of BC Municipalities** ***Office Coordinator**: **Posting Date** January 24, 2025 **Closing Date** **February 28, 2025** The Union of BC Municipalities (UBCM) is seeking a highly organized and detail-oriented Office Coordinator to join our team. In this key role, you will be responsible for coordinating all aspects of Local Government House...

  • Office Coordinator

    2 weeks ago

    Victoria, Canada Urban Systems Full time

    **About the Opportunity** Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to: - **Office Coordination -**Acting as the first point of contact by**greeting guests and coordinating telephone general inquiries. Acting as a contact for Health & Safety office procedures, ensuring the common areas...

  • Office Coordinator

    2 weeks ago

    Victoria, Canada The Firelight Group Full time

    **Position title**: Office Coordinator **Position type**: Full Time, Permanent **Location**:Edmonton, AB or Victoria, BC **Reports to**:Operations Manager **Supervised by**:Operations Manager **Salary range**:Competitive, commensurate with experience **Application Deadline**:Until position filled **Position start date**:As soon as...

  • Office Coordinator

    4 days ago

    Victoria, Canada VertiGIS North America Ltd. Full time

    The Company At VertiGIS, we build powerful GIS software. Our portfolio of products, solutions, and services enhance the capabilities of leading mapping software, most notably Esri’s ArcGIS. For decades, professionals have relied upon us to overcome complex technical challenges so that they can make a significant impact in the world. VertiGIS offers...

  • Office Coordinator

    2 weeks ago

    Victoria, Canada BC Home Builders Corp. Full time

    **Job description** **Office Coordinator - Residential Construction** B.C. Home Builders is recruiting an experienced Office Coordinator for residential construction. Our goal is to create a team environment that everyone can prosper from. Promoting a good work ethic and being a responsible employer that takes care of its employees is just the beginning...

  • Office Coordinator

    4 days ago

    Victoria, Canada Hardwire Telecom Full time

    **Hardwire Telecom Office Coordinator** - Work Schedule is Monday to Friday 8:00 am to 4:30 pm_ Do you enjoy working with a small team and work well independently? Do you have the proven ability to create organization and manage the workflow within an office setting? Are you detail oriented and provide exceptional customer service? In your career, have you...

  • Office Coordinator

    2 weeks ago

    Victoria, Canada MD Financial Management Full time

    Requisition ID: 197626 Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture. MD Management Limited, a division of Scotia Wealth Management, has an exciting opportunity for a talented, enthusiastic, and client-focused Office Coordinator to join our team in **Victoria.** The Office Coordinator is responsible for...

  • Office Coordinator

    1 week ago

    Victoria, Canada Redbrick Technologies Inc. Full time

    Salary: Redbrick is headquartered on the traditional Coast Salish territory, and we respectfully acknowledge the Lekwungen and W̱SÁNEĆ People of this region. With gratitude, we live, work, and care for this beautiful land. One thing that our team members say they value most is our fun and truly ‘people-first' culture. Ours is a place where you're given...

  • Program Management Office Coordinator

    2 weeks ago

    Victoria, Canada Victoria Shipyards Full time

    **Program Management Office Coordinator**: The Program Management Office Coordinator reports directly to the Deputy Program Manager Build Support and is responsible for providing administrative support in the drafting, coordination and submission of various reports and presentations. The PMO Coordinator assists in administering and carrying out all program...