Office Administrator

Socket.dev; Kelowna; On-site; CAD 58,000 - 65,000; Full time

Benefits offered by this job

3 weeks paid vacation

RRSP/TFSA matching program

Flexible hours

Job summary

Urban Systems is seeking an organized Office Administrator for our Kelowna branch to support a range of administrative and project delivery tasks.

The role emphasizes office coordination, travel arrangements, document production, and financial support, with a strong focus on accuracy, communication, and efficient processes. A certificate in administrative studies and 5 years of related experience are preferred, in a customer-service or office setting.

Qualifications

• Graduate of an administrative certificate or administrative professional program with a minimum of 5 years related experience or equivalent education and experience.
• Experience in customer service or an office setting is ideal.

Responsibilities

• Act as first point of contact greeting guests and coordinating telephone inquiries.
• Coordinate meetings, room bookings, and arrange catering for branch functions.
• Maintain office inventory, order supplies, coordinate couriers/mail, and manage general office errands.
• Support accounting processes such as Visa reconciliation, deposits, AR tracking, invoices, and expense tracking.
• Draft documents and reports using Microsoft Office to create accurate and engaging materials.
• Serve as main point of contact for travel-related requests.

Skills

Office Coordination

Meeting Coordination

Operations Support

Financial Coordination

Document Design

Travel Coordination

Microsoft Office

Excel

Education

Administrative certificate

Job description

About the Opportunity

Our Kelowna branch is currently looking to add an organized, enthusiastic Office Administrator to our team. We are looking for someone who is keen to learn and engage in a range of activities that support administration and project delivery.

Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:

• Office Coordination - Act as the first point of contact bygreeting guests and coordinating telephone general inquiries.
• Meeting and Event Coordination - Coordinate meetings, room bookings, and proactively arrange catering to support branch functions.
• Operational and Premises Support - Keep up on office inventory and ordering office supplies, arrange for couriers/ mail, keep common areas clean and organized, manage equipment bookings and other office errands, help with security and office orientations, and building maintenance.
• Financial Coordination - Support accounting processes such as Visa reconciliation, bank deposits, AR tracking, invoice coding, expense tracking, petty cash management and reconciliation, managing memberships, and general office purchases.
• Document Design and Production – Draft documents with minimal instruction and using a variety of software, including Microsoft Office, to create engaging and accurate reports and presentations.
• Travel Coordination – Act as the mainpoint of contact for travel-related requests.
• Additional office and administrative tasks as required.

About You

Our ideal candidate is a graduate of an administrative certificate or administrative professional program, with a minimum of 5 years of related experience or equivalent education and experience, ideally in customer service or an office setting.

The core skills that will help you succeed here include:

• People Person - You enjoy building relationships and rapport with different personalities. It is natural for you to build an understanding of what people need and how you can help them.
• Service Mindset - You enjoy being in service, and supporting the needs of others efficiently and effectively makes you happy.
• Quality-focused—You take personal pride in delivering outstanding quality work for project leaders and team members.
• You are an excellent communicator – You have strong communication, both verbal and written, and can convey information to a wide array of audiences.
• Adaptable and Flexible –You are able to maintain accuracy, a positive attitude, and an open mind in the event of changes in business needs, conditions, or work responsibilities
• Accountable/Dependable – You take personal responsibility for the quality and timeliness of work and achieve results and are able to follow accounting and administrative processes accurately while meeting business deadlines.
• Energy/Stress— You consistently demonstrate a high level of energy and handle demanding workloads, competing demands, distractions, and interruptions with professionalism and ease.
• Planning/Organization – Youunderstand the steps necessary to achieve goals and prioritize key actions, anticipating the impacts of the actions as well as the needs of others.
• Microsoft Office – You are technically proficient and experienced with all Microsoft Office programs with an emphasis on Excel.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $58,000.00 - $65,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TFSA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including top-up for parental leave for both biological and adoptive parents.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

Deadline for applications: Wednesday, August 19, 2026, at 9:00 am PDT

All resumes are reviewed by someone on our recruitment team. If you have individual needs or requirements and request assistance throughout the application process, please get in touch with our recruitment team by email at [e-mail] so we can better support you.

Urban Systems is an equal-opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life and so do you. We are looking for candidates with their own unique talents. If you don’t meet 100% of the preferred skills outlined in this job posting, tell us why you’d be a great fit for Urban Systems in your cover letter!