Location: 580 Hornby Street Suite 600. Vancouver, BC

Job Type: Fulltime

Hybrid: Monday – Thursday in office; Friday work from home

 

Summary:

We are seeking a proactive and organized Office Administrator to ensure our office operates smoothly and efficiently for our 3 operating companies. The ideal candidate will manage office supplies, coordinate administrative duties, and support a positive workplace culture. This role requires strong multitasking abilities and excellent communication skills.

 

Responsibilities:

• Maintain a well-stocked and organized office, planning and purchasing snacks, drinks, cleaning supplies, and office materials while managing the office budget.
• Oversee and maintain office equipment to ensure uninterrupted function, identifying and fulfilling supply needs, managing vendors, and coordinating food deliveries as required.
• Support administrative duties, including booking travel and submitting expenses for team members.
• Keep the reception area, café, and boardrooms clean and free of clutter, ensuring a welcoming environment.
• Handle incoming and outgoing packages, couriers, and mail efficiently.
• Schedule boardroom booking requests and provide alternative solutions when needed.
• Coordinate with IT for new hire equipment setup and returns as needed.
• Support the onboarding process of new hires in collaboration with IT and HR teams.
• Lead the VML Culture Club, planning team bonding activities and events, including summer and holiday parties.
• Plan occasional office-wide team activities and assist in planning client events.
• Act as the point person for the building regarding maintenance, security, signage, and related matters.
• Serve as Floor Warden as part of the building's fire safety plan.
• Water and tend to office plants, contributing to a pleasant workspace environment.
• Perform various other tasks and responsibilities as needed to support the office and team.

 

Qualifications:

• High school diploma or equivalent; additional education in office administration or related field is a plus.
• Proven experience in an office administration or similar role.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• Proficient in MS Office Suite and familiarity with office management software.
• A proactive and positive attitude towards teamwork and collaboration.