Office Coordinator, Vancouver Head Office

at  Pedalheads Bike Camps Inc

Position: Office Coordinator, Vancouver Head Office
Who we are
We are a fast-growing leader in children’s programming who offer high-quality bike and swim lessons across North America.
Our mission
We inspire kids to believe in themselves.
Why you’ll love working at Pedalheads
Growth
Pedalheads has 250+ locations in 40+ cities with 2000+ amazing staff who get to teach 90,000+ children every year. Pedalheads has grown more than 50% over the past 3 years while maintaining a “love what you do” culture with considerable flexibility and opportunity for professional growth.
Culture
Our people consistently attribute their love of working at Pedalheads to the culture and team. We’re all about creating a supportive, energizing team environment with fun, friendly and driven people.
Opportunity
We are passionate about developing our people and teams to their highest potential, with a high value on trust and empowerment. Our progressive, collaborative culture and ambitious North American expansion plans translate into all kinds of career growth and development opportunities.
Purpose
By teaching fundamental skills, building confidence and igniting their sense of adventure, we can forever impact the life of a child. Pedalheads also offers a generous bursary program and give back program through annual social giving, and we are continuously working on meaningful ways to make communities better for having us there.
The Role
We are looking for a motivated Office Coordinator who demonstrates a high standard of excellence, enjoys challenges big and small and is results-driven. You are a proactive, organized multitasker, who likes to get things done. We want you to lead the charge in managing our office operations, ensuring efficiency and productivity.
Your sharp eye for detail and dedication to service will be instrumental in driving a fun, energetic and collaborative office environment. You will be part of essential projects which impact on the whole company, acting as a liaison with remote offices. This role works closely with our leadership team and directly supports our COO & President. If you enjoy being at the center of the action, we want to hear from you!
What does success look like in this role?

By the end of 2024 you will:

• Have an established routine for office cleanliness and supplies management that is so consistent it essentially goes unnoticed by the office staff
• Has a clear understanding of the roles and responsibilities of each person in the organization and owns the weekly company and leadership meeting coordination to incorporate participation in both mediums that is routine and scheduled well in advance
• Successfully plans, coordinates, and executes a company trip that includes flights, accommodations, and events for over 60 people traveling from across North America

By the end of their first year, you will:

• They will have transformed the office experience for staff – music is playing, snacks are plentiful, milestones are celebrated
• Coordinate and execute the move-out of the upstairs tenants and the renovation of the tenanted space to be reclaimed by Pedalheads
• Fact gathers, plans, and communicates the office reorganization in preparation for additional soccer staff and summer operations
• Be an integrated part of the Pedalheads team and known to all staff as the go-to for all things office and organization

Your Responsibilities
In addition to sharing your ideas on how we can grow, learn, and build, in this role you will also be:

Office Management

• Ownership of office cleanliness, including but not limited to garbage/recycling, bathroom maintenance, stocking and organization of kitchen areas, and parking lot
• Consistent organization and management of all storage spaces
• Assists with organizing office furniture, layout, and equipment
• Maintain office décor and condition and arrange any necessary repairs or improvements
• Develop and implement office policies to guide the operation of the office
• Maintain consistent supply of snacks (healthy and skeptical) to fuel the team
• Prepare boardrooms for group meetings and arrange for refreshments from local businesses
• Plan annual company trip, regional summits, social activities, and celebrations
• Support departments and regional teams on an as-needed basis
• Support with execution of regular company meetings and learning activities
• Responsible for preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Main point of contact with office related external vendors
• Drafting and distributing a monthly office newsletter
• Fun Committee lead: work with the company Fun Committee to orchestrate events for employees

Administrative tasks

• Coordinate and plan for office services such as supplies, equipment, inspections, parking, maintenance, and security
• Order and maintain office supplies, cleaning services and janitorial supplies
• Manage inbound and outbound mail, packages, and other deliveries
• Act as main contact for tenants regarding building issues, repairs and rent payments
• Responsible for preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Develop and maintain office health and safety inspections and provide ongoing guidance
• Support employee onboarding at the Vancouver office and related requests for regional offices
• Booking company travel & accommodations
• Support the organization of employee recognition gifts and communications

Executive Assistance

• Direct and immediate support to the President and COO on an as needed basis for a wide variety of responsibilities
• Maintain confidential information for the business, President, and COO and ensures information is handled appropriately
• Completion of expense reports corresponding with finance deadlines
• Coordination of weekly leadership meeting, minutes, and weekly guests
• Coordination of company-wide weekly meeting, agenda, and assignments to various presenters
• Management and constant update of leadership planning calendar

Skills, Knowledge, and Experience

We believe that a great team is built on a collection of skills, knowledge and experiences and we consider all of this when we review your application:

• Detail oriented, loves to plan, organize and schedules efficiently and productively
• Organized with thoughts and tasks
• Flexibility/adaptability, adjusts quickly to changing situations, copes effectively with complexity and change
• Tech-savvy: competent with email, social media, office 365, teams or equivalent. Can trouble shoot small computer issues
• Goal oriented self-starter who will get the job done effectively and efficiently
• Communicator, excellent written and verbal communication skills
• Empathetic, gets along well with other
• Team player, works collaboratively with others
• Multi-tasker, works well on numerous unrelated tasks concurrently
• Strong work ethic, ensures project completion follow through and follow up, works continuously towards successful outcomes
• Professional, maintains high level confidentiality
• A minimum of 2 years proven experience in administrative support or office assistant
• Proficiency in MS Office (MS Word and Excel in particular)
• Knowledge of office management systems and procedures
• Previous experience working with accounting software (Sage Intacct, ADP, an asset)
• Some post-secondary education an asset

Direct reports
The Office Coordinator has no reports.
Pay and Perks
The successful candidate will be paid an annual salary of $50,000 to $60,000, commensurate with experience, based on a 40-hour work week. This position is based out of our Vancouver Fraser Head Office.

Finding the perfect person for this job is very important to us and we recognize the value in that;

• Annual profit share eligibility;
• Personalized benefits through our health and wellness program;
• Retirement benefits - RRSP matching program;
• We offer above average vacation entitlement to enjoy over the rest of the year, including an annual paid holiday closure;
• Annual professional development allowance;
• Support, including some paid time, for community responsibility/volunteering;
• 80% Maternity and parental leave top up for a full year;
• Annual staff trip/retreat for planning and year end celebrations. Previous trips include Cabo San Lucas, Puerto Vallarta, Los Angeles, and Palm Springs;
• Growth and advancement.

Application Process
To apply please submit your application online at: ADP link by August 9, 2024
This is a truly amazing time for Pedalheads and we are excited to be expanding our team and creating so much opportunity and growth for both our staff and the kids that come to our camps. Apply now and find out why Pedalheads people love what we do.
Pedalheads is committed to creating and upholding a diverse, inclusive and equitable environment that is respectful and welcoming to everyone. We believe that our programs are enriched by the presence of many voices from a variety of racial, cultural and religious backgrounds, political beliefs, ages, sexual identities and orientation, socio-economic backgrounds and physical and cognitive abilities.
We welcome applications from individuals of all identities and backgrounds. If you face any barriers to employment or require financial assistance or other accommodation during the recruitment and/or employment process, please feel free to contact the People and Culture team in confidence

• Coordinate and plan for office services such as supplies, equipment, inspections, parking, maintenance, and security
• Order and maintain office supplies, cleaning services and janitorial supplies
• Manage inbound and outbound mail, packages, and other deliveries
• Act as main contact for tenants regarding building issues, repairs and rent payments
• Responsible for preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Develop and maintain office health and safety inspections and provide ongoing guidance
• Support employee onboarding at the Vancouver office and related requests for regional offices
• Booking company travel & accommodations
• Support the organization of employee recognition gifts and communication