Coordinator, Office and Facilities Management

at  BC Infrastructure Benefits

WHO WE ARE:

A career at BC Infrastructure Benefits (BCIB) grows opportunities in the skilled construction trades and helps build respectful jobsites free from discrimination and harassment. BCIB is the progressive employer on major public infrastructure projects in British Columbia. We are building a diverse, skilled workforce to support the construction industry in British Columbia now and in the future.
At BCIB, our commitment to diversity and inclusion is central to our mandate and our values. We value every voice, share every challenge, limitless in our pursuits, and welcome any excuse for a potluck. If you are looking for an exceptional place to work where you can make a positive impact across the province and enjoy a culture of belonging, consider a career with BCIB.

JOB SUMMARY:

In this role you will be reporting to the Associate Manager. The Coordinator, Office and Facilities Management is responsible for managing the day-to-day activities of the reception area and office by providing general administrative support. In this role you will serve as the first point of contact for external visitors and internal staff. The Coordinator will be responsible managing common space calendars, ordering and managing office supplies, supporting the Executive Team with basic administrative support, and liaising with the building’s property management to coordinate facilities related needs. The Coordinator, Office and Facilities Management is a well presented professional, welcoming, hospitable, and flexible to the needs of a fast-paced environment.

QUALIFICATIONS & YEARS OF EXPERIENCE:

• High School Diploma
• Associate degree is an asset.
• 3 - 4 years of Office Coordinator/Administrative Assistant position supporting senior level management.
• Proven experience with Microsoft Word, Excel, PowerPoint, and Outlook in an administrative work setting.
• Ability to operate and trouble-shoot general office equipment (e.g. printers, photocopiers, boardroom videoconference units, etc.)
• Experience with vendor management, travel bookings and scheduling.
• An equivalent combination of education and experience may be considered.

PREFERRED SKILLS:

• Polished and professional telephone manner.
• Strong phone, email and in person communication skills
• Conflict resolution.
• Strong attention to detail.
• A positive go-getter with excellent interpersonal, oral, and written communication skills.
• A self-motivated professional with a high level of initiative, a sense of urgency, and a strong willingness to learn.
• Ability to establish and maintain effective, professional, collaborative working relationships with staff at all levels of the organization.
• Ability to organize, efficiently document and routinely update information.
• Ability to apply procedures to work problems and situations.
• Ability to handle both routine and emergency requests.
• Ability to operate under pressure and meet tight deadlines.
• Ability to establish priorities and maintain productivity despite numerous interruptions.
• Ability to respond to issues and enquiries in a timely and professional manner.
• Ability to handle highly confidential information with discretion and tact.
• Ability to adapt to organizational, process, and system changes.

OFFICE DUTIES

• Responsible for providing general administrative and office support.
• Answer the main reception line, screen, and direct calls. Take and relay messages. Provide information to callers, deliver messages and run errands.
• Greet visitors entering the organization and direct to correct individual.
• Handle enquiries from internal and external stakeholders.
• Responsible for incoming/outgoing courier packages.
• Receive, sort, and log all incoming/outgoing mail, coordinate and distribute all incoming documents, packages, and information.
• Monitor and respond to emails coming to the reception inbox.
• Coordinate and maintain shared boardroom calendars.
• Responsible for ensuring the boardrooms are set up for internal and external meetings, including document prepping, catering and AV set up.
• Responsible for conducting office walkthroughs to ensure office and kitchens are tidy and printer areas are organized and stocked.
• Maintain a detailed inventory of office supplies, tracking trends and waste.
• Responsible for ordering inventory for all departments and project sites.
• Responsible for ensuring kitchen facilities are clean, organized and fully stocked throughout the day.
• Conduct weekly office shop.
• Manage the travel process and organize travel requirements as needed.
• Responsible for keeping and maintaining an inventory of office keys
• Responsible for maintaining the inventory of access passes, conducting regular access reviews, and requesting new passes as needed.
• Responsible for managing parking passes.
• Responsible for updating the office administration guide, travel guide, and other departmental documents.
• Support departmental administrative tasks as required.
• Support the Executive Management team with administrative tasks as required.
• All other office duties as required.