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Office Operations and Administrative Team Lead

3 months ago

Burnaby, Canada JRS ENGINEERING Full time

Your Opportunity

We have an exciting opportunity for a motivated and experienced Office Operations and Administrative Team Lead to join us. This position is responsible for managing the Administrative Team and ensuring that the Vancouver office runs efficiently. Our ideal candidate is results-driven, committed to continuous improvement of processes and practices, and has a genuine desire to make a valuable contribution to our day-to-day operations. The Office Operations and Administrative Team Lead promotes JRS’ culture of teamwork and high-quality timely service. Administrative support to our Executive team is also part of this role. This is an in-office position.

Here’s what you’ll be doing at JRS

Office Operations

Partner with the Corporate Administration Manager to develop, maintain, and adjust policies, processes, and procedures pertaining to office and administrative operations. Manage ever-changing priorities of office operations while meeting the needs of internal team and deadlines. Ensure project filing systems (electronic and hard-copy) are maintained in accordance with EGBC regulatory requirements and continuously kept up-to-date. Organize and plan corporate events (Summer BBQ, Whistler, Holiday Party). Coordinate and oversee Lunch & Learns (10 per year) including booking presenters, and managing calendar, sign-in sheets, and catering. Ensure office facilities are clean and functioning optimally; coordinate office maintenance and repairs. Liaise with building management on amenities, parking stalls, etc. Oversee vendor management and monitor the quality of external service providers (cleaning, caterers, couriers, office suppliers); resolve issues as required. Review and approve requisitions for equipment, stationery, and kitchen supplies; track and verify receipt. Procure and maintain office furniture. Manage legal and insurance conflict check process. Act as Office Safety Officer and take responsibility for office emergency preparedness and first aid supplies. Provide back-up assistance for Reception and meeting room setups.

Administrative Team Leader

Provide consistent leadership to the Administrative Team with a goal of optimizing the Team’s performance in terms of providing efficient and responsive service to JRS staff. Assign, schedule, and monitor the Administrative Team’s work including prioritizing tasks so deadlines are met. Facilitate communications and teamwork between Administrative Team and technical staff to achieve high quality work and seamless interaction; liaise between administrative staff, technical staff, and management as necessary. Lead weekly Team Meetings to review workload, address concerns, promote cohesiveness, and ensure a high degree of job satisfaction. Work with the Corporate Administration Manager on the identification of hiring needs, recruitment, promotion opportunities, and performance reviews and management for the Administrative Team. Provide ongoing guidance, mentorship, training, coaching, and constructive feedback to the Administrative Team.

Administrative Support to the Executive

Support Executive with calendar management to maximize efficiency. Prepare timesheets and expenses reports for Executive. Prepare materials and packages for meetings, take meeting minutes. Provide administrative support to Executive including: Prepare proposals to extent possible.Provide project support such as preparing project set-up sheets, contracts, assisting with reports, and letters.Track and report Executive’s Professional Development requirements as required by EGBC/APEGA; renew memberships.Make reservations and arrange meeting space for client meetings.Make business related travel arrangements

Here’s what you bring to JRS

Education and Experience

Minimum of 4 years of progressive office administration experience with some supervisory experience ideally gained in any of the following industries – architecture, engineering, construction, insurance, or law Post-secondary education in administration considered an asset Occupational First Aid Certificate

Knowledge, Capabilities, and Competencies

A high-level of proficiency with Microsoft Word and Outlook Familiarity with Microsoft Excel and Adobe Creative Cloud Excellent writing, editing, and proofreading skills including accurate use of grammar Excellent verbal communication skills A polished and professional demeanor A highly collaborative approach and a commitment to working effectively in a team environment A friendly, positive attitude and willingness to go the extra mile The ability to organize and prioritize effectively to meet deadlines Initiative and the flexibility to adjust to changing priorities

Annual salary range – $75, to $90,

Why choose JRS

We are a growing company within our industry, and we hope you share the same enthusiasm for growth within yourself. JRS celebrates our employees annually with a holiday party, a team-building day trip to Whistler, and a family-oriented summer BBQ. We strive to create a culture of support and collaboration in and outside the office.