Medical office assistant Jobs in North Vancouver, BC

Job Description

Our client is seeking a highly organized and proactive Office Administrator to support the daily operations of their corporate head office in Vancouver. This role plays a central part in ensuring smooth office functions, supporting corporate administrative tasks, and assisting executive leadership with scheduling and coordination. The ideal candidate is detail-oriented, resourceful, and able to manage a variety of administrative and operational duties across departments.

This is a contract position requiring 5 days per week on-site at the client's office in Vancouver. Candidates must be elligible to work in Canada.Responsibilities:

• Act as the first point of contact at the head office by managing reception duties including greeting visitors, handling calls, and responding to general inquiries.

• Coordinate all incoming and outgoing mail and courier shipments, maintaining accurate tracking records.

• Oversee maintenance of office equipment and facilities, and manage supply inventory and distribution across all office locations.

• Develop and implement standardized office procedures and continuously improve internal processes.

• Lead environmentally sustainable office initiatives.

• Monitor and support the annual office budget, including tracking expenditures and identifying variances.

• Prepare corporate documents such as reports, correspondence, and spreadsheets, and assist with preparation for corporate meetings and events.

• Manage office lease agreements and ensure insurance coverage is current and valid.

• Support financial processes by assisting with credit card and travel invoice reconciliations, and providing documentation for audits.

• Coordinate travel and event logistics, including booking transportation, accommodation, and event registrations.

• Prepare briefing materials and presentations for meetings.

• Provide meeting and event support including booking catering, AV setup, and space reservations.

• Assist senior leadership with calendar management, travel coordination, and event planning.

Qualifications:

• Proven experience in office administration or a similar corporate support role.

• Strong organizational and multitasking abilities with keen attention to detail.

• Excellent communication and interpersonal skills.

• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to work independently and handle confidential information with discretion.

• Experience supporting senior level executives preferred.

• Previous exposure to travel booking and event coordination preferred.