Office Coordinator

We’re looking for a Part-Time Office Coordinator to join SitePartners on a contract until September. As a young, fast-growing company, we’re committed to thoughtfully building our organization and supporting our clients’ growth the right way.

We hire driven, kind and hardworking people that are passionate about the Industrial sector and have a desire to grow. It doesn’t hurt if you have a sense of humour, because while we take our work seriously, we also like to have fun! We are driven by our values and motivated by our mission to help our clients thrive.

Our specialized team includes a group of strategists, designers, developers, writers, creatives, and consultants passionate about delivering quality work for our clients. Our office dog, Maddie, helps greet our office guests and makes sure we are all performing at our best.

Our diverse range of clients and portfolios, allows our team to work on a variety of exciting projects and match their skills and interests to projects that suit them best. If you think you are a fit with our culture and the job description below, we encourage you to apply today!

The Role :

We are looking for a dynamic and energetic, self-starter to join our Abbotsford office as an Office Coordinator. You will be responsible for managing day-to-day office operations, coordinating schedules, handling administrative tasks, and ensuring smooth communication between teams and clients. You will be essential in ensuring that our clients and staff have the best experience in our space. This is an exciting opportunity to get involved in all aspects of agency operations, with room to grow!

Who you are :

Own The Work - You can take a task and run with it from beginning to end. In fact, that’s your bread and butter. You have no problem stamping your name on your work at the end of the day because you’re proud of what you accomplished.

Roll Up Your Sleeves - There is no such thing as a small task, you are excited to jump in with both feet. You thrive in an environment where you see something that needs to be done and you can step in to do it. You don’t settle for the status quo, and are always reaching for a way to improve processes.

Lead With Care - You’re happy to work at a place where you know everyone’s names, job titles, and what they’re doing this weekend. You care about supporting others, asking questions before being told someone needs help, and making a direct impact on how the business succeeds.

Roles and Responsibilities

• Proactively support client meetings, studio shoots, and external events, ensuring a positive guest experience.
• Greet and welcome clients and visitors in a professional and friendly manner.
• Prepare meeting rooms, including refreshments and required materials.
• Prepare and send client welcome packages and gifts as needed.
• Maintain a clean, organized, and welcoming office environment.
• Ensure the office is well stocked with coffee, tea, snacks, and supplies.
• Oversee daily office operations, including facilities, equipment, and technology.
• Manage relationships with office vendors and service providers (e.g., cleaners, maintenance, IT).
• Coordinate sourcing of office vendors, suppliers, furniture, and equipment.
• Purchase office supplies and manage inventory.
• Handle incoming and outgoing mail, deliveries, and courier services.
• Accept office deliveries and ensure items are distributed to the correct team members.
• Implement, maintain, and update office policies and procedures to improve efficiency.
• Maintain and update SiteHub and office communications.
• Provide general administrative support, including scheduling and travel coordination.
• Manage digital filing systems and maintain organized records.
• Act as a point of contact for employee inquiries related to office operations.
• Support client lifecycle administrative processes, including onboarding, set-up, off-boarding, and archiving.
• Assist with special projects and support Site entities and sister companies as needed.
• Support the People & Culture Manager with onboarding tasks as required.
• Support People & Culture initiatives, including anniversaries, birthdays, and special event recognition.
• Help foster a positive office culture through team lunches, events, and celebrations.
• Partner with People & Culture to plan and deliver in-office events end-to-end.
• Coordinate and support internal company events and production studio bookings.
• Support and travel to external events as required.
• Coordinate team meals, lunches, and catering when requested.
• Other duties as required

Your qualifications will look like :

Benefits of working for SitePartners :

Let’s get to work!

If this posting gets you excited, we want to hear from you. Apply to this posting OR send your resume to admin@sitepartners.ca with “Administrative Assistant + Full Name” in the subject line and let’s get to work!

SitePartners is an equal opportunity employer dedicated to fostering a diverse, equitable, and inclusive workplace where every employee feels valued and empowered. We believe our differences make us stronger and actively seek to build a team that reflects the rich diversity of the communities we serve. We strive to ensure equal opportunities for all employees, regardless of race, ethnicity, gender, sexual orientation, religion, age, disability, or any other unique characteristic, and we are committed to continually improving our practices.

Join us in our commitment to building a workplace where every voice is heard and everyone has the opportunity to make a meaningful impact.

If you require accommodations at any stage of the application or interview process, please let us know, and we will work with you to meet your needs.