Office Administrator Jobs

Our client is seeking an Office Administrator who will be responsible for carrying out the reception and administrative tasks daily at the corporate office located in downtown Victoria. This position demands a proactive and solution driven individual who excels in creating and maintaining a productive, streamlined, and orderly professional work setting.

What you will be responsible for:

• Creating and managing inventory lists, as well as ordering necessary office supplies, snacks, beverages, and other items
• Coordinating the office Occupational Health and Safety program to ensure compliance with WorkSafe BC requirements and protocols.
• Providing comprehensive administrative support to senior management, including drafting communications, preparing reports and binders, creating presentations, and safeguarding confidential information.
• Serving as a point of contact between executives, managers, internal colleagues, and external stakeholders, fostering positive relationships.
• Undertaking additional administrative duties as assigned.
• Organizing and maintaining meetings, conference calls, and company events, including arranging catering services and setting up/taking down equipment.
• Working in conjunction with IT to ensure all technology needs, such as video conferencing and scanning/printing are met before scheduled meetings.
• Establishing and maintain organized and efficient filing systems both electronic and physical, that are clear and concise.
• This individual will report directly to the HR department and assists with various projects related to human resources.
• Collaborating with building management to ensure timely completion of maintenance, upgrades, and office relocations.
• Maintaining cleanliness and organization in common areas such as office, kitchens, washrooms, boardrooms, and office supply rooms, including light cleaning and disinfecting.
• Arranging office events, parties, and seasonal decorations setup and removal at specific times of the year.
• Offering reception support at the front desk by handling phone calls, welcoming visitors, coordinating courier services, and distributing mail, among other tasks.
• Managing company parking by appropriately assigning spots to employees, overseeing vendor invoice payment, and reconciling costs with payroll.
• Supporting, tracking, or leading corporate initiatives and projects as required.

What you will bring:

• Excellent written and verbal communication skills as well as solid interpersonal skills enabling effective collaboration in a diverse work environment.
• Flexibility required, including availability for evening shifts, weekends, holidays, and additional hours as needed.
• Capable of effectively liaising and communicating with individuals at all levels, including executives, staff, and external stakeholders.
• Minimum of five years of experience in a receptionist or administrative assistant role.
• Preferred post secondary education in administration or a related field.
• Self drive, results oriented, and highly accountable.
• Familiarity with video conferencing tools such as Zoom and MS Teams.
• Proficient in software applications particularly Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with excellent time management abilities including the capacity to set, commit to, and meet deadlines.
• Demonstrated ability to maintain privacy, confidentiality, and exercise diplomacy, discretion, and respect for boundaries.
• Ability to work under pressure and adapt to changing demands for executives and the business.
• Must possess a valid class 5 drivers license, a clean drivers abstract and have access to a functioning vehicle.
• Service oriented proactive and self motivated with exceptional attention to detail.

What you will receive:

• A positive workplace culture.
• Competitive base salary commiserating experience and skillset.
• Comprehensive benefits package.

Additional information:

The normal work schedule will be 8:30am-5:00pm, 40 hours per week; however, the incumbent must be flexible with the willingness to work a varied schedule, as required. The successful candidate will be organized, hardworking with a CAN-DO and pro-active attitude always exhibited.