Office and Administrative coordinator

2 days ago

Burnaby, British Columbia, Canada Raise Full time $60,000 - $90,000 per year

Position:
Office and Administrative coordinator,

Location
: Burnaby, BC 100% onsite

Contract Length:
12 Months

Description

The Office & Administrative Coordinator is responsible for ensuring the smooth operation of the Burnaby office by managing day-to-day office and facilities tasks and providing comprehensive administrative support. This role also plays a key part in project controls related to the office relocation initiative, supporting project tracking, documentation, and vendor/stakeholder coordination.

Office and Facilities Management:

  • Ensure the office environment is safe, clean, and well-maintained.
  • Manage relationships with building management, cleaning services, security services and other facility vendors to ensure timely resolution of maintenance issues.
  • Coordinate office repairs, equipment servicing, and upgrades as needed.
  • Monitor and manage office supplies, furniture, and facility-related inventory, ensuring cost-efficiency and availability.
  • Communicate facility updates, planned maintenance, and issues to all staff clearly and promptly through appropriate channels (e.g., email, internal bulletin, or meetings).
  • Serve as the point of contact for employees regarding facility-related concerns and ensure timely follow-up and resolution.
  • Prepare and maintain facility-related reports, logs, and documentation for internal records.
  • Track key facility metrics and present updates in team or management meetings, including maintenance schedules, vendor performance, and issue resolution status.
  • Plan, coordinate, and manage facilities-related events (e.g., office moves, safety drills, refurbishments, site visits), ensuring all logistics, communications, vendors, and internal requirements are handled effectively and efficiently.
  • Lead office Health, Safety, and Environment (HSE) team
  • Carry out ad-hoc assignments and special projects as directed by the Line Manager or Matrix Manager, contributing to the effective and efficient operation of the office.

Skills and Abilities:

  • Proven experience in facilities coordination and/or administrative support.
  • Strong organizational and multitasking skills with the ability to work effectively under pressure.
  • Familiarity with project management or controls is a plus.
  • Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint).
  • Excellent communication (written and verbal) and interpersonal skills.
  • Strong events management skills.
  • Strong attention to detail.
  • Strong adaptability, flexibility and collaboration spirit.
  • A friendly and positive attitude is preferred.
  • Demonstrates strong adaptability, a flexible approach to changing priorities, and a collaborative mindset.
  • Proficiency in SAP or similar tools is a plus.
  • Experience (minimum): 3–5 years of experience in Office/Facilities, Project Coordination, and/or Admin Support

Education
:

  • Bachelor or associate degree in the fields of business administration, facility/office administration, project management or related area.

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