Collaboration Centre Administrator

2 days ago

Langley, Canada First West Careers Full time

We are currently seeking a Collaboration Centre Administrator to join our team.

The Collaboration Centre Administrator is responsible for managing front desk operations and serving as the first point of contact for visitors, members, and team members. This role ensures a professional and welcoming environment while providing support across administrative, facilities, and business service functions, including reception management, mail and courier coordination, document retention, invoice processing, and vendor assistance. The position also upholds workplace safety and security protocols, acts as a designated First Aid responder, and maintains brand standards throughout the facility to support smooth daily operations.

Here's what would be included as a part of your typical day

  1. Front Desk Operations: Greets and assists visitors, both members and team members, in a courteous and professional manner. Manages incoming calls, emails, and deliveries with accuracy and efficiency. Maintains the reception area to ensure cleanliness, safety, and brand alignment.
  2. Facilities Support: Assists with guest/vendor coordination, and refresh station upkeep.
  3. Administrative Support: Supports internal administrative functions including document handling and internal communications. Provides general office support as needed to ensure smooth daily operations.
  4. Support Business Service Centre: Registers & updates record retention authorized users, support retrievals, retention, destruction and responds to questions. Coordinates document shredding program at all FWCU facilities. Runs the business service centre, including coordination of mail, couriers, shipping, branch data bags, supplies and inventory control.
  5. Invoicing: Processes the Facilities Department's invoices accurately and timely; reviews for appropriate documentation and approval prior to payment; confirms AP coding and ensures compliance with internal policies and processes, matches to related purchase orders or projects and allocates business units expenses to appropriate general ledger accounts. 
  6. Security & Safety: Upholds security protocols by monitoring visitor access and issuing passes. Serves as a designated First Aid responder, ensuring swift and effective assistance in emergencies.
  7. Brand Representation: Acts as a brand ambassador by embodying the organization's values and service standards in every interaction.

Required Skills, Experience & Qualifications

  • Minimum of one year of experience in a front desk, hospitality, or administrative role.
  • High School Diploma or equivalent education and/or experience required
  • Excellent interpersonal and communication skills. 
  • Strong organizational and multitasking abilities. 
  • Proficiency in Microsoft Office and standard office equipment. 
  • Level 2 First Aid Certification 
  • Ability to lift and move packages up to 25 lbs
  • Ability to maintain confidentiality and handle sensitive information with discretion. 
  • A proactive, positive, and professional demeanor
  • Proven ability to prioritize, multi-task and work effectively to meet objectives and timelines. 
  • Effective communication and relationship skills 
  • Displays an understanding of risk and risk ownership by being able to demonstrate adherence to policies and procedures.

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