Office Manager, Vancouver

at  British Columbia Investment Management Corporation BCI

CLOSING DATE: Open until filled
Are you a dynamic, energetic go-getter who thrives in a highly productive environment? We are currently seeking an exceptional Office Manager who possesses outstanding communication and organizational skills to join our vibrant team. In this role, you’ll play an integral part in ensuring the smooth operations of our Vancouver office, while also being our superhero, ready to spring into action during non-business hour emergencies in the event a maintenance or facilities challenge may arise. If you’re eager to showcase your multitasking prowess and keen problem-solving abilities in a fun and rewarding setting, we can’t wait to meet you!

POSITION DESCRIPTION

The Office Manager is the backbone of the office and is the link to other BCI offices. The Office Manager is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently, the Office Manager is well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people. Based on the job duties, the Office Manager is not eligible to work from home on a regular basis and is expected to be in-office 5 days per week.

Daily Operations

• Acts as the first point of contact for employees, clients, contractors, and vendors, including front desk reception, delivering an excellent experience to employees and visitors
• Manages the building access requests for guests, vendors, trades, and new hires including the distribution of access cards
• Orders stationery, printer, and other office supplies
• Coordinates department and office events including boardroom services: meeting set up and take down, re-stocking supplies and ordering catering
• Champions involvement in corporate events by encouraging employee participation to enhance office culture and engagement
• Provides general clerical services including printing, formatting, scanning, mail/courier services, records management, and ad hoc requests
• Ensures employees have appropriate IT equipment and troubleshoots basic office IT and AV issues

Workplace Services

• Responsible for office logistics including, but not limited to, office maintenance, service requests and vendor management
• Liaises with landlord for building events, deficiencies in office, and other landlord/tenant requests
• Acts as the main point of contact with building management on occupancy matters - office space (HVAC, light fixtures, water supply, janitorial services, etc.) and maintenance service requests for office equipment (copy machine, printers, coffee machines, etc.)
• Engages and oversees local vendors for deliveries and office servicing functions: shredding, couriers, catering, etc.
• Partners with different departments (Human Resources, Technology, Communications) at the headquarters office on a variety of processes:
• Coordinates the onboarding/offboarding of staff and contractors
• Maintains office equipment and asset inventories
• Ensures compliance with purchasing procedures and corporate directives as it relates to sourcing, handling of assets and credit card/payment reconciliation
• Ensures asset inventory tracking process is complete and accurate, and that assets involved in a transaction are appropriately dealt with
• Champions and adheres to corporate directives and maintains office procedures (specifically emergency and evacuation procedures, business continuity, and internal office specifications procedures)
• Acts as the first aid attendant for the office
• Participates as a member of the OHS committee monitors, responds to, and makes recommendations for Airborne Infectious Disease
• Coordinates yearly drills (fire) and safety checks
• Manages security and building access
• Manages the office budget in alignment with department budget
• Manages the seating arrangements for the office
• Manages the safety program for the office (hosting safety events, ensuring staff are aware of safety procedures, conducting annual fire drill, and updating protocols as required)