Office Coordinator

About the Opportunity

Our Victoria office is looking to add an enthusiastic Office Coordinator to complement our branch and provide support to our team of professionals. As an interdisciplinary consulting firm, we deliver work for a wide range of audiences on diverse subjects and issues – all in service of our higher calling of ‘spirit’ in service for vibrant communities. In this role, you will help to ensure that we are seen as an organization that takes its work seriously from inception to completion, with a professional and creative approach.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Office Coordination - Acting as the first point of contact by greeting guests and coordinating telephone general inquiries. Acting as a contact for Health & Safety office procedures, ensuring the common areas and kitchen are clean and organized throughout the day, including daily checks, maintenance, and general cleanup.
• Culture Setting – Organizing new staff orientation, celebrating office milestones, recognizing important moments, coordinating client appreciation efforts, and planning social events.
• Meeting and Event Coordination - Coordinating meetings and room bookings to support staff functions and coordinate monthly staff meetings.
• Catering Coordination – Proactively coordinating catering by accurately interpreting and recording catering requests, dietary requirements, and catering needs. Contact restaurants and efficiently deal with any problems that may arise.
• Travel Coordination - A main point of contact for travel-related requests
• Financial Coordination - Supporting accounting processes such as Visa reconciliation, bank deposits, accounts payable, accounts receivable, invoice coding, expense tracking, petty cash management and reconciliation, and general office purchases.
• Operational and Premises Support - Keeping up on office inventory and ordering office supplies, arranging for couriers/ mail, keeping common areas clean and organized, managing equipment bookings and other office errands, helping with security and office orientations, and building maintenance.
• Internal Team Support and other duties as required.

About You

Our ideal candidate is a recent graduate with up to 2 years of experience in customer service or an office setting, or equivalent education in the field of Business/Office Administration or a related program.

The core skills that will help you succeed here include:

• People Person – You are energized by working with collaborative people, and you enjoy building relationships and rapport with different types of people. It is natural for you to build an understanding of what people need and how you can help them.
• Collaboration– You promote cooperation and commitment with teams towards common goals, build positive relationships, seek to understand with a curious and caring attitude, and contribute to positive group interactions.
• Service Mindset - You enjoy being in service and supporting the needs of others efficiently and effectively makes you happy.
• Quality Focused - You are committed to working hard and providing an exceptionally high quality of work for all your clients, but you know how to have fun in your work, too.
• Communication and Optimism – You have excellent written and verbal communication skills, actively listen, and respond thoughtfully. You foster and champion a collaborative, fun, and supportive environment.
• Adaptable and Flexible - You are able to quickly shift and respond positively to changing conditions, priorities, and technologies.
• Time Management – You have superior time management skills and can juggle multiple priorities simultaneously. You can see the big picture while paying attention to the small details.
• Growth Mindset – You see your progress as incremental, and you want to learn and grow over time. You take the initiative and enjoy taking ownership of your work.
• Numbers Are Your Thing - You have a basic knowledge of financial administration.
• MS Office - You are experienced working in Word, Outlook, and Excel. 

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $56,000.00 - $60,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TSFA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills, and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

Deadline for applications: Thursday, February 6, 2025, at 9:00 am PST