Office Coordinator - PT

Job Type : In person at our Victoria office

Employment Status : Permanent; Part-time (25-30 hours / week)

Salary : $24.00 to 31.25 per hour

Job Summary :

The Office Coordinator is responsible for providing day-to-day office administration support to Employees and Leaders in the Victoria and Burnaby offices and remote employees.

As the first point of contact for guests and visitors, the Office Coordinator represents the company in a professional manner and plays a key role in office maintenance and facilities.

The Office Coordinator works closely with internal departments at all levels of the organization including Senior Leaders and is a vital team member who ensures Quartech offices are maintained.

All Quartech employees are expected to demonstrate Quartech core competencies at the level appropriate for their role. The following core behavioral competencies have been identified as key to a successful career with Quartech : Communication, Service Orientation, Self-Management, Teamwork, Commitment to Quality, Continuous Learning, Professional Behavior, and Integrity.

Key Responsibilities :

• Provide general office administrative support to employees and leaders such as answering phone calls and emails, responding to general company inquiries, managing correspondence and handling incoming and outgoing mail or courier packages
• Perform reception duties such as answering Quartech’s main office line and respond to email inquiries received from the reception email inbox.

Furthermore, greeting and directing visitors to appropriate company representative or department

• Ensure the office facilities are clean, organized, and well maintained
• Keep track of office inventory including ordering and replenishing office supplies and snacks
• Support with office vendors, suppliers and service provider (building manager and janitor) in both locations to order supplies, equipment, and other necessary items
• Support the Leadership Team by setting up meetings and appointments as directed including Leadership Retreats, Sales Meeting and office events.

Further support expense report submissions.

• Make travel arrangements for leaders including booking flights, hotels, and transportation
• Complete and submit office and Vice Presidents monthly expense reports to Finance
• Track and maintain office files, records, and databases including floor plans, and health and safety documents
• Provide employee assistance on various office related needs and inquiries, including directing employees to the right departments for support
• Support office projects and initiatives such as office renovations or process improvements
• Work with People & Culture team to ensure office complies with health and safety regulations and safety measures are implemented
• Participate as an active member of Quartech’s Social Club by coordinating and planning social events for the offices and remote employees to support engagement
• Prepare reports, presentation and other documents as needed
• Perform other related duties as required

Experience and Qualifications :

• Minimum 1-3 years’ office administration experience in a professional office environment
• Proficient in Microsoft Office including Word, Excel, PowerPoint and Outlook
• Exceptional interpersonal skills and a strong commitment to contributing to team and company success
• Excellent communication skills (both verbal and written) and the ability to interact with employees and leaders at all levels within the organization
• Driven and confident team member with excellent multi-tasking and prioritization skills
• Consultative and collaborative style with a strong customer service orientation
• Self-motivated and team player; able to work independently as well as part of a team
• Analytical thinker; natural problem solving and troubleshooting abilities
• Outstanding organizational skills coupled with a keen eye for detail
• A friendly and out-going personality
• Maintains a positive can-do attitude; resilient when facing challenges
• Ability to occasionally travel between Victoria and Burnaby offices
Our values :
• Deliver WOW
• Deliver WOW
• Do the right thing
• Have fun!

What's exciting about working with us :

• Be part of a driven team focused on solutions that support social change and environmental sustainability
• We offer competitive salaries, extended benefits, and our Employee and Family Assistance Program helps to support your well-being
• We support your work-life balance and understand that flexibility is essential
• We are growing and have great opportunities for advancement and career development
• We are passionate about education and provide learning opportunities
• We are dedicated to building a diverse team where people feel a sense of belonging and are valued for their contributions and perspectives
25 days ago