Administration & Facilities Manager

BQE Water Inc.; Vancouver; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Competitive salary

Paid vacation

Extended health benefits

RSU bonus

Learning stipend

Gym access

Bike storage

Cross-department training

Job summary

BQE Water Inc. in Vancouver seeks an Admin and Facilities Manager to be the operational backbone of our corporate head office, creating a welcoming, organized, and efficient workplace.

You will oversee reception, office operations, IT liaison, and travel arrangements for executives, while supporting Finance with admin tasks and coordinating with vendors to maintain a productive environment.

Qualifications

• 3+ years of experience in office administration, operations, or management.
• Excellent interpersonal abilities and a service-oriented approach.
• Flexible and proactive; able to adapt to changing needs.
• Strong organizational, multitasking, time management and problem-solving skills.
• Effective written and verbal communication; meticulous record keeping.
• Ability to work independently and prioritize competing demands.
• Proficiency in Microsoft Office, Outlook and Microsoft Teams; comfortable with technology.
• Language skills (French, Spanish) an asset.

Responsibilities

• Serve as primary reception contact, welcome staff and visitors, manage calls and mail.
• Oversee daily office operations, procedures, and administrative systems.
• Coordinate space planning, desk setup, and office equipment; liaise with vendors.
• Organize meetings, boardroom bookings, travel and accommodations for executives.
• Support Finance with administrative tasks such as reconciliation of corporate cards.
• Facilitate new employee orientations and organize office events.

Skills

Communication

Organization

Multitasking

Time management

Problem solving

Independence

Tech savvy

Client-facing

Tools

Microsoft Office

Outlook

Microsoft Teams

Job description

The Company

Headquartered in Vancouver BC, with smaller international operations across Canada and the US, BQE Water Inc. offers industry leading expertise and unique technological solutions for treating wastewater from mining and metallurgical operations that enable environmentally responsible and socially acceptable extraction of natural resources globally.

The Opportunity

BQE is seeking a dynamic, people-first Admin and Facilities Manager to be the operational backbone and the social hub of our corporate head office. In this role you will to ensure the smooth day-to-day operations of the corporate head office and serve as the primary point of contact at reception, alongside streamlining administrative processes, records and documentation. This role is about more than admin – it’s about taking initiative with energy, creating a welcoming, organised, and efficient workplace that fosters collaboration, and being the go-to person for all office-related queries. The ideal candidate is both an operational expert and a cultural catalyst who is proactive, detail-oriented, organised, and skilled at helping people feel supported and connected thrives in a fast-paced environment.

Duties include, but are not limited to:

Reception

• Serve as primary contact at reception, welcoming staff and visitors
• Answer and direct incoming phone calls
• Mange incoming and outgoing mail, courier deliveries, and packages
• Oversee office access, key fob distribution, and maintain office security procedures

Office Operations

• Oversee daily office operations, procedures, and administrative systems
• Coordinate space planning, workstation setup, and facilitate desk rearrangement
• Point of contact for office equipment, boardroom technology, and office supplies needed on a day-to-day basis
• Coordinate office maintenance, repairs, renovations, facility-related issues with vendors and landlords, including reporting maintenance issues via online platform and liaising with trades
• Management inventory and restocking office supplies, kitchen inventory, and IT peripherals for hotel desks
• Maintain a clean, organized and safe office environment through coordination with external cleaners and conduct regular office walkarounds and inspections
• Oversee office logistics including equipment, supplies, storage, and filing systems, coordinating maintenance and upgrades as needed
• Organize internal and external meetings, including boardroom bookings, parking, access, recordings, meals/refreshments, circulating information and invitations
• Manage office telephone system, cell phones and monitor cell phone packages
• Monitor office spends and administrative budgets
• Streamline administrative processes, implement best practices and provide support that maximizes efficiency and productivity

Office Administration

• Book flights, car rentals and accommodation for company executives; manage travel agencies and authorizations regarding travel
• Maintain office filing systems and tracking systems e.g. access fob/parkade assignments, local accommodation bookings, cleaning schedules
• Perform clerical duties such as filing, scanning, photocopying, and data entry
• Maintain and update the CEO’s schedule; monitor and add bookings made by the company’s travel agent to their calendar for company visibility re: availability
• Administrative support to Finance as needed, such as reconciliation of corporate credit cards and credit applications for vendor purchases.

Culture & Engagement

• Facilitate new employee office orientations to ensure a seamless onboarding experience
• Organize office events e.g. socials, festive dinners, luncheons for clients
• Actively participate in at least one internal committee (e.g. Environmental Health & Safety Committee, Social Committee, etc.)
• Contribute to a positive, inclusive, and safe workplace experience

IT

• Coordinate with IT department to setup and troubleshoot computers/software for new hires
• Monitor IT ticket supports, flag priorities, and follow up with IT department
• Liaise with IT department on all matters related to phones, computers, and server, to help resolve any IT issues experienced by staff

Requirements

• 3+ years of experience in office administration, operations, or management, preferably in an engineering, construction, or professional firm environment, whereby you owned tasks, projects, processes or functions
• Excellent interpersonal abilities, with a collaborative and service-oriented approach
• Flexible and proactive, willing to take initiative and adapt to changing business needs
• Strong organizational, multitasking, time management and problem-solving skills
• Effective written and verbal communication skills
• Organized record keeper with attention to detail
• Ability to work independently and prioritizes competing demands
• Proficiency in Microsoft Office, Outlook and Microsoft Teams, and comfort with technology
• Language skills (French, Spanish) an asset

Perks

• Competitive salary
• Paid vacation, plus an additional week of uninterrupted paid leave company-wide around the festive period annually
• GRRSP matching contribution up to 5% of gross annual salary
• Annual bonus in the form of Restricted Share Units (RSU) subject to approval by the Board of Directors
• Up to $1,000 annually in personal development education matching that extends to family members
• Extended health benefits upon hire, with a bonus company-funded HSA of $X/year provided upon probation completion
• Employee gym, full kitchen, company’s dedicated bike storage, outside patio with BBQ
• Cross departmental training and twice monthly ‘CEO Industry Sessions’ to learn from our CEO directly

Compensation

$65k to $80k depending on experience.