OFFICE ADMINISTRATOR

Recruiting in Motion is a successful and dynamic professional employment agency that has become deeply integrated into Metro Vancouver’s business sector as the go-to agency for the recruitment and placement of outstanding employees. BC-owned and operated, we ensure all our candidates — temporary, contract, permanent, or executive — are provided with exciting and impressive employment opportunities. In fact, we are ranked as one of Growth 500 Canada's fastest-growing companies, and we represent BC's TOP Employers!

About Our Client

Our client is a growing and innovative biotechnology organization operating in a fast-paced and evolving environment. They are looking for a professional, organized, and personable Office Administrator to support the smooth day-to-day operation of their office.

This newly created role is ideal for someone who enjoys being the central point of contact in an office, takes initiative, is comfortable managing multiple priorities, and can create a professional, welcoming, and well-organized workplace.

Position Details

• Job Type: Permanent, Part-Time
• Schedule: Monday to Friday, 8:00 AM–1:00 PM
• Additional Hours: Flexibility to work additional hours as required
• Work Environment: On-site office environment
• Compensation: $46,875 USD / $36 USD per hour
• Location: Kirkland, Washington, USA

Responsibilities

Office Operations

• Oversee the smooth day-to-day operation of the office.
• Develop, implement, and improve office procedures, systems, and workflows.
• Coordinate couriers, shipments, and other office logistics.
• Support travel logistics and coordination for the U.S. team.

Facilities & Administrative Support

• Welcome and direct visitors and respond to incoming calls, emails, and general inquiries.
• Monitor office security systems, including access codes, keys, and alarms.
• Coordinate office cleaning, maintenance, and general facility requirements.
• Coordinate handyman and repair services, including lighting, plumbing, and appliances.
• Maintain kitchen, stockroom, office supplies, and overall workplace organization.
• Monitor and maintain office equipment and company asset inventory.
• Coordinate business card orders and printing requirements.
• Provide administrative support to company leadership and assist with priority tasks.

Travel & Events

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Maintain calendars with travel schedules and flight information.
• Research restaurants and coordinate reservations.
• Assist with special projects and company initiatives as required.

Problem Solving & Office Support

• Respond to unexpected situations and proactively identify solutions to minimize disruption.
• Maintain a clean, safe, professional, and welcoming workplace.
• Support additional projects and administrative needs as required.
• Provide occasional flexibility for additional hours, including evenings or weekends, when business needs require.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Human Resources, or a related field.
• 2–4 years of experience in office administration or office management.
• Strong working knowledge of Microsoft Office and Google Workspace.
• Previous experience supporting facilities, budgets, events, or office operations is an asset.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong attention to detail and accuracy in documentation and record-keeping.
• Excellent written and verbal communication skills.
• Professional, approachable, and confident when interacting with employees, visitors, and external contacts.
• Strong problem-solving skills and the ability to handle unexpected situations independently.
• Demonstrated initiative, adaptability, and ability to work effectively in a fast-paced environment.
• Resourceful and budget-conscious with a focus on efficient use of company resources.
• Ability to work collaboratively with both scientific and administrative teams.

How to Apply

All applicants must have legal permission to work in Canada and require a valid Work Permit and Social Insurance Number.

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