Office Coordinator

Description

DescriptionJob Title: Office Coordinator
Location: Halifax, NS and Victoria, BCEmployment Type: Part-Time, Permanent (Three Days a Week)
Annual Salary: $45,000 - $47,000
About BMT
BMT is dedicated to tackling the most crucial engineering challenges of our era, fostering an environment where individuals with exceptional technical expertise provide meaningful, practical solutions. Committed to creating a safer, more efficient, effective, and sustainable future, BMT values diversity, equity, and inclusion, recognizing their pivotal role in achieving our business purpose. Learn more about BMT at www.bmt.org.
Position Summary
The Office Coordinator serves as a key member of the Administration team, ensuring a seamless office experience for employees, visitors, contractors, and business partners while providing administrative, facilities, and operational support across the organization.

Working closely with team members, this individual coordinates office operations, facilities management, technology support, vendor relationships, company initiatives, and workplace events. The role contributes to operational excellence through proactive problem-solving, process improvement, cost management, and a strong commitment to employee experience, health and safety, and environmental sustainability.

Key Responsibilities

Facilities & Office Operations

• Manage office and light industrial facilities through effective coordination of external contractors, vendors, and landlord services to ensure facilities are maintained to corporate standards.
• Oversee facilities maintenance activities, including HVAC, electrical, plumbing, janitorial services, landscaping, snow removal, waste management, and other building-related services.
• Serve as the primary liaison with landlords, service providers, and contractors to ensure planned and unplanned maintenance activities are completed efficiently and effectively.
• Coordinate office space planning, workstation allocation, office moves, and workplace layout changes.
• Monitor office operating expenses and support facilities budgeting, cost control, and invoice processing.
• Promote environmentally sustainable workplace practices through waste reduction, recycling initiatives, energy conservation efforts, and responsible procurement.
• Ensure the facility, workspaces, desks, and kitchen areas remain clean, organized, and well-maintained.
• Ensure bulletin boards are current, organized, and updated with relevant information.

Technology Coordination

• Coordinate with managed IT coordinator to support office technology needs.
• Serve as the primary liaison between employees and IT coordinator to facilitate the timely resolution of technical issues.
• Coordinate technology setup for new hires and office relocations, including workstations, telecommunication equipment, printers, and audiovisual systems.
• Assist with inventory tracking and management of office technology assets.
• Support meeting room technology and ensure equipment is functioning properly.

Employee Experience

• Serve as a primary point of contact for employees, visitors, vendors, and business partners, ensuring a professional and welcoming office environment.
• Coordinate visitor access, meeting room bookings, and office hospitality services.
• Participate in employee onboarding and offboarding processes, including workspace setup, building access, office equipment coordination, and orientation support of office and IT.

Health, Safety & Security

• Coordinate workplace health and safety activities and support compliance with applicable occupational health and safety regulations.
• Participate in workplace inspections, emergency preparedness planning, incident reporting, and corrective action follow-up.
• Maintain and communicate emergency procedures and coordinate emergency response resources.
• Coordinate office security measures, including access cards, key management, visitor protocols, and liaison with building security personnel.
• Support security clearance administration and related documentation, as required.

Vendor & Administrative Support

• Manage vendor relationships and maintain high service standards from all external providers.
• Maintain office policies, procedures, vendor contracts, facilities records, and operational documentation.
• Order and manage office supplies, kitchen supplies, cleaning materials, and other workplace necessities.
• Organize company meetings, training sessions, employee events, lunches, and other office activities.
• Prepare shipments, courier packages, and related documentation as required.
• Perform general administrative duties and special projects as assigned.

Continuous Improvement

• Identify opportunities to improve office processes, service delivery, workplace experience, and operational efficiency.
• Develop and maintain standardized procedures to support business continuity and operational excellence.
• Recommend improvements that enhance workplace functionality, employee productivity, and cost effectiveness.

Education, Skills, Knowledge & Expertise

Education & Experience

• Minimum 5 years of experience in facilities management, office administration, or a related role.
• Demonstrated experience coordinating contractors, vendors, and external service providers.
• Experience managing facilities in both office and light industrial environments preferred.
• Experience processing invoices and controlling operational costs.
• Experience supporting workplace technology and coordinating IT service is considered an asset.

Knowledge & Skills

• Strong knowledge of facilities management principles and contractor coordination.
• Familiarity with Ontario Occupational Health and Safety legislation and workplace safety best practices.
• Excellent organizational, time management, and prioritization skills.
• Strong interpersonal and customer service skills with the ability to build effective working relationships.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy, professionalism, and attention to detail.
• Strong problem-solving and continuous improvement mindset.
• Proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, and PowerPoint.

Other Requirements

• Ability to obtain and maintain required Security Clearance.
• Ability to occasionally lift and move office supplies and equipment up to 25 lbs.

Work Environment

• Part-time, on-site role requiring attendance in the office three (3) days per week.
• Regular interaction with employees, contractors, vendors, building management, and visitors.

Job Benefits

At BMT we believe in hiring the best talent, from diverse backgrounds, as this introduces new ideas to the team and our customers. We believe in a cooperative and collaborative work environment and support and encourage career growth.

The successful candidate will receive a competitive salary commensurate with skill, ability and experience, as well as a comprehensive benefit package including:

• Medical, dental and vision plan (including a Health Care Spending Account)
• Employee and Family Assistance program
• Parental/Maternity leave top-up program
• RRSP or TFSA matching program
• Flexible work hours and hybrid work arrangement
• Training and development opportunities
• Employee recognition program
• Employee referral program

BMT is committed to employment equity, to eliminating discrimination and encouraging diversity amongst its workforce. Accommodations are available on request for candidates taking part in all aspects of the selection process. Candidates selected for an interview will be contacted. BMT is a maritime-orientated high-end design house and technical consulting firm driven by a passion for solving complex, real-world problems

Our core business comprises distinctive and sustainable capabilities, which we leverage to address the needs of our customers and markets and are the primary focus of future capability development.

We exist to navigate the most important and impactful engineering challenges of our time. We create environments where people with outstanding technical knowledge deliver meaningful, practical solutions. We are driven by a commitment to a safer, more efficient, effective and sustainable future.