Office Coordinator

Join our team as an Office Coordinator, where you'll manage front reception and office administration while supporting the Executive Assistant. This dynamic role offers the opportunity to take on diverse projects, collaborate across departments, and help streamline office operations in a professional and fast-paced environment.

Who- the Company:

Our client is a well-established multinational company in an exciting industry. With a 100-year history, they offer a fast-paced, dynamic, and rewarding culture and their corporate values promote teamwork, trust, and integrity.

What- the Role:
Reporting directly to the Executive Assistant, the Office Coordinator’s primary role is to perform front reception, administration, and office management duties, as well as support the Executive Assistant with other duties as assigned. The Office Coordinator can work well under pressure, is able to work on various projects both individually and in a team setting, can conduct themselves in a professional manner and can handle all confidential matters with discretion.

Reception & Administration duties

• Responsible for the front reception between the hours of 8:30am to 4:30pm (M-F). Answer phones, forward calls, take messages and greet all visitors that come to the office in a courteous, approachable and professional manner. Lunch hour relief is from 12-1pm.
• Responsible for all aspects of incoming and outgoing mail, couriers and shipments/packages.
• Coordination (ordering and dissemination) of printed material such as division forms, business cards, stationery, annual calendars, etc.
• Coordinating meetings, including boardroom bookings, set up, coordination of conference calls, invitations, lunches, dinners, as well as ensuring all glasses, dishes, etc. are cleaned up after each meeting.
• Manage office calendars.
• Provide administrative support to the various departments as required, AR, AP and Accounting, etc.
• Provide coordination, organization and assistance to Executive Assistant and internal committees, including safety, office management, social events and company parties, etc.
• Office support, including photocopying, filing, preparing of bound presentation books, etc.
• Assistance and support for all Divisions as needed.
• All other duties as assigned.

Office Management/Assistance duties

• Continually research and streamline the most cost efficient and effective ways in which the office operates.
• Manage all aspects of weekly, seasonal and annual building maintenance, including cleaning, recycling, security, etc.
• Ensure supplies are sufficiently and appropriately stocked in office for kitchen, cleaning, office supplies, etc., as well as maintaining an orderly and clean staff room
• Ensure all office equipment is always ready for use (filling photocopiers with paper, ensuring color cartridges are on hand, calling repair companies, etc.)
• All other duties as assigned.

 Who- the Candidate:

• Relevant post-secondary degree or diploma is an asset
• Proficient in Microsoft Office (Excel, PowerPoint, Word)
• Ability to quickly learn new computer applications i.e. Company’s custom applications,
• Gmail, Google Drive, Google Spreadsheets, Google Docs, etc.
• Internal and external customer service skills
• Professional appearance/demeanor whether in person, via email or on the telephone
• Strong concern for the accuracy and quality of work
• Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment
• Demonstrates strong problem-solving skills, initiative, and a commitment to safety, quality, and accountability.
• Exhibits excellent communication, work ethic, integrity, and organizational skills with a positive team attitude.
• Facilities and Space Management experience would be an asset

How Much:
Base salary commensurate with level of experience in the range of $55-65K, 3 weeks’ vacation + benefits, free transit pass.

Where:
Based in the company’s Vancouver head office. Due to the nature of the role, this is an ONSITE position M-F 8:30am – 4:30pm, professional office setting

When & How to Apply:
This Office Coordinator search is moving very quickly, and interviews start soon! SWIM is presenting candidates directly to the hiring team for review. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you!