Administrative Coordinator - Western Canada District

Kiewit; Burnaby; On-site; CAD 55,000 - 66,000; Full time

Job summary

A leading construction firm in Burnaby is seeking an Administrative Coordinator to oversee office operations, support departments, and manage logistics. Your responsibilities will include scheduling, event planning, and expense management. Ideal candidates have a background in administration with strong organization, attention to detail, and proficiency in Microsoft Office. Join our dynamic team to help shape our office environment!

Benefits

Comprehensive benefits package

Generous paid time off

Retirement plans with matching

Qualifications

• 3+ years of executive assistant or administrative experience; construction or related industry preferred.
• Demonstrated experience in a large, matrixed organization.
• Ability to prioritize tasks and work independently in fast-paced environment.

Responsibilities

• Manage calendars and coordinate meetings.
• Organize travel and event logistics.
• Assist with expense reporting and operational logistics.

Skills

Attention to detail

Organization

Microsoft Office Suite

Active listening

Confidentiality

Education

Bachelor’s degree in Business Administration

Job description

Position Overview

As an Administrative Coordinator, you will ensure the smooth operation of our office environment, supporting various departments, and contributing to the overall success of our team. You will need to have a strong background supporting administrative functions including onboarding for new staff, travel and logistics coordination, event planning and coordination, and basic accounting skills for expense reports.

Location

This position is based full-time in our Burnaby office.

Responsibilities

• Manage calendars, including coordinating availability for meetings, preventing scheduling conflicts, prioritizing the most sensitive matters, and ensuring that follow up is conducted in a timely manner.
• Coordinate travel, including organizing and managing the logistical details for off-site events and activities for the business. Also assist in planning and organizing events both on and off-site for District staff and external stakeholders.
• Assisting with scheduling conference room bookings, and organizing event logistics and details for internal and external meetings and attendees.
• Arranging for dining reservations as well as receiving catering orders for team members’ internal and/or external business meetings.
• Coordinating all team socials and local events.
• Being proactive in offering support with presentation setup, virtual meetings, external guest support. Setting up AV requirements for any team meetings and onsite executive presentations.
• Supporting conference and industry event registrations, conference sponsorships and memberships, while coordinating with suppliers, vendors, or subcontractors.
• Assist with expense reporting, timesheet tracking, and other operational logistics.

Qualifications

• Bachelor’s degree in Business Administration or related field is preferred.
• 3+ years of executive assistant or administrative experience; construction, engineering, or related industry preferred.
• Demonstrated experience in a large, matrixed organization.
• Exceptional attention to detail, organization, ability to recognize discrepancies, and active listening skills.
• The ability to work independently and demonstrate sound judgment.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Proven ability to handle sensitive and confidential information.
• Reliable transportation.

Other Requirements

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required

Compensation

• Salary range: $55,000/yr - $65,729/yr+
• Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location
• We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.
• We believe in equal opportunity in employment practices without discrimination and comply with all laws regarding human rights in the provinces where we operate.