Office And Administrative Coordinator

Work Location:

Minimum 3 days in-office, with flexibility to be on-site based on work requirements

Position Type:

Contract, 12 Months (potential for extension)

Location:

Burnaby, BC

Our client, a global leader in railway and transportation manufacturing, seeks to hire an Office and Administrative Coordinator.

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

Responsibilities:

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.

Administrative Support:

• Provide day-to-day administrative support including calendar management, office supplies management, travel arrangement, procurement requisition, shipping and logistics, meeting coordination, and preparation of reports or presentations.
• Serve as the first point of contact for visitors, deliveries, and general inquiries at the office.
• Provide reception support to ensure professional and welcoming experience for visitors, including managing visitor access, coordinating meeting room availability, and handling incoming calls or messages.
• Oversee and assist with employee onboarding and offboarding processes, maintaining records and access control systems.
• Maintain filing systems and ensure sensitive information is handled with discretion and in line with company policy.
• Organize internal events, meetings, and team activities to support employee engagement and office culture.
• Provide backup and delegation support to fellow administrative staff during absences or peak periods to ensure business continuity and seamless office operations.
• Attend and actively participate in meetings, events, and initiatives organized for the administrative team, contributing to continuous improvement and knowledge sharing.
• Collaborate effectively with co-administrators across the business to support a unified, high-performing administrative function.
• Fully utilize company-provided tools and systems (e.g., Microsoft Office, Teams, SharePoint, booking systems, expense tools) to efficiently and effectively carry out all administrative and operational tasks.
• 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.

Project Controls (Office Relocation and other future projects):

• Support the planning, execution, and tracking of the office relocation project.
• Maintain detailed project documentation including schedules, budgets, task lists, and status updates.
• Coordinate with internal departments (IT, HR, Finance, Legal, etc.) to ensure alignment on move-related requirements.
• Communicate with external vendors, contractors, and stakeholders to ensure timely delivery of services and materials.
• Track project progress, timely flag potential risks or delays, and support the Line Manager or Project Manager in ensuring milestones are met on time and within scope.
• Carry out ad-hoc assignments and project-related special tasks as directed by the Line Manager or Project Manager, contributing to the effective and efficient project delivery.

Qualifications:

• Experience (minimum): 3–5 years of experience in Office/Facilities, Project Coordination, and/or Admin Support
• 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.

Education:

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

Physical Demands:

Work Environment

• Typical Setting: Work is primarily performed in a standard office environment using common office equipment24.
• Physical Exertion: Generally considered sedentary to light, with occasionally moderate exertion for specific tasks such as moving heavier items or setting up for events

Physical Activities

• Sitting: Prolonged periods, often 7 or more hours per day, primarily while working at a computer or desk.
• Standing and Walking: Intermittent standing and short-distance walking within the office to access equipment, assist colleagues, or attend meetings.
• Lifting and Carrying: Occasionally lifting or carrying items such as office supplies, files, or small parcels. Typical weights range from 0–10 pounds frequently, up to 25 pounds occasionally, and rarely up to 40–55 pounds for heavier items like file boxes.
• Reaching and Handling: Frequent reaching above or below shoulder level to retrieve files or supplies, as well as handling documents and operating office equipment