Administrative Assistant, MS

Ricoh Americas Corporation; Burnaby; On-site; CAD 42,000 - 56,000; Full time

Job summary

Ricoh Americas Corporation is seeking an Administrative Assistant to support workplace space planning operations, workstation allocation, and furniture inventory in Burnaby, BC. The role involves coordinating with internal teams, vendors, and service providers to ensure efficient space utilization and a well-organized workplace environment.

Responsibilities include ticket management, vendor coordination, maintaining space planning systems, coordinating relocations, invoice support, and inventory

Qualifications

• Post-secondary education or equivalent experience.
• Minimum of 2 years of relevant administrative, facilities, workplace operations, or space planning experience.
• Proficiency in Microsoft Office applications and the ability to learn workplace management systems.

Responsibilities

• Ticket Management: Manage Space Planning service requests, prioritize tasks, ensure requests contain the required information, track progress, and coordinate with other departments as needed.
• Vendor Coordination: Organize weekly vendor work orders, communicate priorities and instructions, monitor service delivery, and participate in regular meetings with the Space and Design Manager.
• Space Planning Systems: Maintain accurate seating plans, workstation allocations, employee location records, and nameplate information in the designated space management system. Prepare occupancy and workstation reports as required.
• Reconfigurations and Moves: Coordinate workstation reconfigurations and large team moves, including scheduling vendors, preparing move instructions and signage, updating seating plans, and providing pre- and post-move support.
• Vendor Management and Invoice Support: Monitor vendor performance, report asset damage, review invoices for accuracy, track expenditures, and coordinate invoice approvals and payment processing.
• Inventory and Asset Management: Maintain accurate furniture and storage inventory records, coordinate deliveries, repairs, and replacements, and work with teams to optimize storage space.

Skills

Organizational skills

Communication

Interpersonal skills

Attention to detail

MS Office

Self-motivation

Education

Post-secondary education or equivalent experience

Tools

Space Planning systems

Job description

MS Administrative Assistant

The Administrative Assistant is responsible for supporting workplace space planning operations, workstation allocation, furniture inventory, vendor coordination, and office moves. This role works closely with internal teams, business stakeholders, and third-party service providers to ensure efficient space utilization and a well-organized workplace environment.

Responsibilities:

• Ticket Management: Manage Space Planning service requests, prioritize tasks, ensure requests contain the required information, track progress, and coordinate with other departments as needed.

• Vendor Coordination: Organize weekly vendor work orders, communicate priorities and instructions, monitor service delivery, and participate in regular meetings with the Space and Design Manager.

• Space Planning Systems: Maintain accurate seating plans, workstation allocations, employee location records, and nameplate information in the designated space management system. Prepare occupancy and workstation reports as required.

• Reconfigurations and Moves: Coordinate workstation reconfigurations and large team moves, including scheduling vendors, preparing move instructions and signage, updating seating plans, and providing pre- and post-move support.

• Vendor Management and Invoice Support: Monitor vendor performance, report asset damage, review invoices for accuracy, track expenditures, and coordinate invoice approvals and payment processing.

• Inventory and Asset Management: Maintain accurate furniture and storage inventory records, coordinate deliveries, repairs, and replacements, and work with teams to optimize storage space.

Qualifications:

• Post-secondary education or equivalent experience.

• Minimum of 2 years of relevant administrative, facilities, workplace operations, or space planning experience.

Skills:

• Strong organizational, prioritization, and time management skills.

• Excellent verbal and written communication skills.

• Strong interpersonal skills and the ability to work effectively with multiple teams and external vendors.

• Strong attention to detail and accuracy in maintaining records and reviewing documentation.

• Proficiency in Microsoft Office applications and the ability to learn workplace management systems.

• Self-motivated, solution-oriented, and able to manage multiple requests and deadlines.

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Select the medical, dental, life, and disability insurance coverage that fits your needs.

• Contribute to your financial security with Ricoh Canada's Retirement plan, with company matching contributions.

• Augment your education with team member tuition assistance programs.

• Enjoy paid vacation time and paid holidays annually.

• Tap into many other benefits to enhance your health, wellness such and ongoing personal and professional development.