Office Administrator

Do you thrive in a fast-paced environment? Are you looking to join a growing team with opportunities to advance your career? If your answer is yes, Community Fire Prevention Ltd., sounds like the place for you!

WHO ARE WE?

Located in Victoria, Community Fire Prevention Ltd., is a proud family owned and operated Canadian based business that has provided 35 years of fire prevention services to the Metro Vancouver area. We are a modern company with old-fashioned values and pride ourselves on being a trusted leader within the Fire Prevention industry. In addition to maintaining safe communities our core focus is to provide 'next-level' service through innovative solutions and meaningful connections. To achieve this, we rely heavily on our core values :

People First, Wow Every Customer, Everything is Possible and Own it!

Interested in learning more about our team? Check out our Instagram page !

THE OPPORTUNITY :

We’re hiring an office administrator to join our dynamic team. Your role will involve managing day-to-day office operations, coordinating administrative tasks, and ensuring the office runs smoothly. We’re looking for someone with exceptional organizational and communication abilities, along with a dedication to fostering a positive and efficient work environment. If you are prepared to make a substantial impact and help drive our company’s success, we encourage you to apply and join our committed team.

Key Responsibilities :

• Oversee the day-to-day functioning of the office, ensuring that administrative processes run smoothly.
• Provide support to management, including handling correspondence, preparing documents, and scheduling meetings.
• Manage communication channels, such as phone calls and emails.
• Maintain filing systems and ensure the proper retention, protection, and disposal of records.
• Manage data entry and other record-keeping tasks.
• Oversee office supplies to ensure resources are available when needed.
• Establish and implement office policies and procedures to maintain order and efficiency.
• Review and update office policies as necessary to reflect changing needs.
• Assist with budget preparation and track expenditures.
• Process invoices and manage accounts payable and receivable.
• Coordinate with building management for office maintenance and repairs.
• Ensure a safe and clean work environment.
• Provide regular office operations reports to management and identify areas for improvement.
• Communicate with clients to schedule inspections, repairs, and services, including sending test notices and gathering access codes or special requests.
• Confirm and schedule all services appropriately, ensuring technicians with the required stamps, technical level, and certifications are assigned.
• Optimize technicians’ schedules for maximum efficiency and productivity.
• Coordinate with the Warehouse Team to ensure required parts are prepared for each work order.
• Liaise with third‑party contractors and ensure all necessary parties are on site for successful job completion.
• Provide technicians with all necessary documentation, including previous inspection reports.
• Communicate key schedule details to technicians, such as check‑in times and special requests.
• Collaborate regularly with the Service Team (The Board) to reschedule incomplete work orders.
• Work closely with Account Managers to ensure customer scheduling needs are met.
• Follow departmental guidelines and performance metrics to support company goals.
• Adhere to and promote company core values, processes, policies, and health and safety protocols.
• Complete additional administrative and coordination duties as needed.

OUR IDEAL CANDIDATE :

You are an enthusiastic individual seeking a career full of growth and believe in our core values; you prioritize customer satisfaction by creating connection and value empowering others. The successful applicant will contribute to a respectful, flexible, and upbeat team environment that values diversity and inclusion for all.

The ideal candidate would have the following attributes, strengths and experience :

PLEASE NOTE : Open to both internal and external applicants. Local applicants only. Candidates selected to fill this position will need to supply a Drivers Abstract and a Criminal Background Check.

WHAT’S IN IT FOR YOU?

INTERESTED IN THE NEXT STEP TO JOIN US?

If this opportunity sounds like the right fit for you, please submit your resume today.

Comfire is proud to be an equal opportunity employer and encourages applications from all qualified individuals. Should you have any questions regarding accommodation or how your unique abilities translate to the role please contact hr@comfire.ca. Please note that only short-listed candidates will be contacted.