Office Services Coordinator

**Office Services Coordinator**
PBX Engineering is an electrical, systems, and software engineering firm in British Columbia & Alberta. We develop
across Canada and the United States.

The Vancouver office requires an **Office Services Coordinator** to assist the Office Manager in delivering effective,
people-centered office services.

**Position Summary**
Working closely with the Director of Operations and the Office Manager, the **Office Services Coordinator** will be a pro
- active team member on the Office Services team. The position will be based in the Vancouver office, but will support
efficient office operations at all PBX locations. Occasional travel may be required. The Office Services Coordinator
will be responsible for the following tasks:
Administrative Support: perform various administrative tasks, such as managing correspondence, answering
phone calls, scheduling appointments, and organizing meetings. Support travel arrangements, shipping and
receiving, and maintaining office supplies. Assist with annual subscriptions; business licences, company
permits to practice, compliance and membership renewals.

Document Management: responsible for organizing, filing, and maintaining documents, both in physical and
digital formats. Ensuring proper version control, confidentiality, and efficient retrieval of documents when
needed.

Office Operations: assist in the day-to-day operations of the office. This includes greeting and directing
visitors, managing the office calendar, coordinating staff and client events, overseeing facility maintenance
and repairs, office kitchen cleaning, responding to staff requests, and addressing any operational issues that
may arise. Managing the usage of the PBX vehicles including vehicle inspections and coordinating service
maintenance.

Client and Vendor Relations: interact with clients, suppliers, and vendors, both in person and over the phone,
to address inquiries, provide general information, and assist with scheduling meetings. Maintain professional
and courteous communication to enhance client satisfaction and maintain positive relationships.

Lunch and Learn Training Coordination: schedule and coordinate internal and external lunch and learns,
including vendor management and catering requests.

Executive Support: Assist senior leadership team with meetings, errands, and ad hoc requests.

Data Management: responsible for maintaining and updating databases, spreadsheets, and other data
systems.

Financial Support: assisting in basic financial tasks, such as processing expenses and reconciling accounts. This
includes liaising with the finance department to ensure accurate and timely financial operations.

+1-604-408-7222 +1-250-388-7222

**OFFICE SERVICES COORDINATOR**

Health and Safety Compliance: Co-chair Health and Safety committee. Help maintain a safe and healthy work
environment by ensuring compliance with health and safety regulations. Conduct safety checks, monitor
emergency equipment, and coordinate office-wide safety training. Act as a designated Level 1 First Aid
Attendant (training will be provided).

Special Projects: Depending on the needs of the office, the Office Services Coordinator may be assigned
special projects, such as organizing office relocations, implementing new office technologies, or assisting with
the planning and execution of company events or conferences.

opportunities for efficiencies will need to be identified and implemented to manage demands related to time and
resources as the company grows and workload increases.

We are looking for someone who shares our passion for high quality work and who is interested in contributing
positively to our corporate culture.

**Qualifications**
High school diploma required; a certificate/diploma/degree in Business Administration an asset

1-2 years of administrative experience in a fast-paced organization

Organized and self-motivated; takes initiative to independently problem solve

Professional and positive demeanor

Proactively looks for opportunities for process improvement and innovative ideas to inspire positive
employee experiences

Team player with excellent communication and interpersonal skills, and experience building strong working
relationships

Computer savvy and familiar with Microsoft Office suite (Teams, Outlook, Word, Excel, PowerPoint)

Committed to doing great work and providing stellar customer service to PBX employees

Will roll up your sleeves to take on any task that needs to get done

Capable of lifting items around 40 lbs

This role requires working in the office full-time

Valid BC Class 5 Driver’s Licence

Bonus if you have a valid BC Occupational First Aid Level 1 Certificate

While relevant experience is certainly an asset, we are far more interested in finding the right person and are willing
to train.

**Benefits & Other Compensation**
We provide a comprehensive benefits package that promotes employee health and wellness which includes the
following:
Medical, De