Administrative and Facilities Assistant

Swim RecruitingVancouver, British Columbia, Canada

30+ days ago

Job description

Administrative and Facilities Assistant

Join a dynamic team where your organizational skills and proactive mindset will shine! This role offers the chance to create a welcoming environment, support key facilities operations, and collaborate on exciting projects in a fast-paced, growth-focused workplace.

This role runs through July 4, 2025, with potential for extension if performance and business needs align.

Who – The Company :

A local Vancouver success story with global operations and an impeccable reputation.

What- The Role :

Greet and assist both guests and employees upon arrival, ensuring a friendly and seamless check-in experience
Maintain the cleanliness and organization of the front desk and guest lounge area, creating a welcoming environment
Screen and direct incoming communication such as emails, internal tickets, and voicemails, ensuring timely and appropriate responses
Manage security access cards for employees, vendors, and guests, ensuring proper access control and security measures
Handle office services requests, including but not limited to security access, parking, booking resources, rental requests, supply inquiries, and general office feedback
Support the core team with event coordination and execution at the building, providing logistical and operational assistance
Deliver administrative support and assist with tasks for the Facilities and Workplace Design teams
Oversee all incoming mail, continuously optimizing processes to support our rapid growth
Conduct departmental mail audits on a bi-weekly, monthly, and quarterly basis, producing and maintaining reports for department leadership
Maintain up-to-date receiving and Office Services information on internal communication platforms for easy access and reference
Uphold building emergency processes and procedures. Escalating to the Asset Protection team as necessary
Manage stock and organization of all office supplies, ensuring timely replenishment and proper inventory levels
Assist in the creation and maintenance of strong process and procedures documentation to support operational efficiency
Perform daily building walkthroughs and submit internal tickets to Office Facilities as required
Provide support to the greater Facilities department as required, helping with tasks that ensure the office runs smoothly and efficiently

Who – The Candidate :

Completion of secondary school and a Bachelor’s degree or equivalent practical experience

2-3 years of progressively responsible administrative experience

Exceptional verbal and written communication skills, with the ability to convey information clearly and effectively

Outstanding guest service, organizational, and time management skills, with a focus on delivering results

Ability to manage multiple tasks in a fast-paced, dynamic environment with flexibility and adaptability

High attention to detail and a task-oriented mindset, with strong problem-solving abilities and a collaborative spirit

Committed to fostering diversity and inclusivity in the workplace

Discreet and trustworthy, with the ability to maintain the highest level of confidentiality

Proven analytical and critical thinking skills, with the ability to identify and resolve issues efficiently

Reliable and responsible, with a strong sense of accountability and commitment to tasks

Creative and innovative, with a passion for generating new ideas and thinking outside the box

Strong experience with Microsoft Office Suite programs

How much :

29-30 / hr commensurate with experience + 4% vacation pay.

Where :

Vancouver, this role is onsite 5 days / week.

When & How To Apply :

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested and already have a Recruiter at Swim, please reach out very soon.

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Administrative and Facilities Assistant • Vancouver, British Columbia, Canada