Office Administrator

UNAVAILABLE; Vancouver; On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life Insurance

Disability insurance

Parental Leave

Paid time off

Holidays

Job summary

Qualus is seeking an Office Administrator to support our Corporate Administration team. This role oversees day-to-day office operations, front desk, facilities, and executive support, ensuring a professional and productive environment. The ideal candidate has 2–5 years of experience coordinating office activities, strong interpersonal and communication skills, and proficiency with Microsoft Office.

On-site work Monday–Friday, 8:00 a.m. to 5:00 p.m. is expected.

Qualifications

• Associate degree required.
• On-site work Monday–Friday, 8:00 a.m. to 5:00 p.m.
• 2–5 years of professional experience coordinating office or facility activities.
• Front desk experience and being the first point of contact for office visitors.
• Strong interpersonal, customer service, and communication skills.
• Proficiency with Microsoft Office products (Word, Excel, Outlook, PowerPoint).
• Excellent planning and organizational skills; able to prioritize and pursue completion of several tasks concurrently.
• Sound judgment and problem-solving abilities, with demonstrated decision-making skills.
• Professional demeanor with the ability to interact effectively with diverse stakeholders.

Responsibilities

• Manage front desk reception, visitor check-in, and office security access.
• Order and maintain office supplies while maintaining cost effectiveness.
• Coordinate with property management and vendors.
• Oversee incoming and outgoing mail and package handling (couriers, mail and special packages).
• Maintain the organization, cleanliness and functionality of breakrooms, conference rooms and storage areas.
• Coordinate office equipment maintenance and service requirements.
• Serve as the primary office contact for general inquiries and direct requests to the appropriate departments.
• Assist with staff meetings and in-office events, including room bookings, catering, audiovisual requirements, and logistics coordination.
• Assist with coordinating the onboarding and offboarding of team members, including access cards, workstation set up and liaison with IT.
• Maintain various organizational charts.
• Disseminate bulk communications within the office.
• Scan, process, and distribute invoices.
• Prepare and submit executive-level expense reports.
• Maintain office directories and distribution lists and provide backup data entry support for Microsoft Exchange and office email systems.
• Enhances department reputation by accepting ownership for accomplishing new and different requests, exploring opportunities to add value to job accomplishments.
• Support special projects and initiatives as assigned.
• Perform other duties as assigned.

Skills

Interpersonal skills

Customer service

Communication skills

Multitasking

Attention to detail

Education

Associate's degree

Tools

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Job description

Position Overview

Power your future with Qualus in our Corporate Administration department as an Office Administrator. The Office Administrator is responsible for planning and overseeing the day-to-day execution of tasks for a well-run office environment. The ideal candidate partners not only with their Support Services personnel, but with Executives and employees for a professional and engaging environment. The position combines office operations, administrative support, facilities coordination,andexecutiveassistance.

Responsibilities

Operations&Facilities

• Manage front desk reception, visitor check-in, and office security access.

• Order and maintain office supplies while maintaining cost effectiveness.

• Coordinate with property management and vendors.

• Oversee incoming and outgoing mail and package handling (couriers, mail and special packages).

• Maintain the organization, cleanliness and functionality of breakrooms, conference rooms and storage areas.

• Coordinate office equipment maintenance and service requirements.

Administrative& ProjectSupport

• Serve as the primaryofficecontact for general inquiries and direct requests to theappropriate departments.

• Assist with staff meetings and in-office events, including room bookings, catering, audiovisual requirements, and logistics coordination.

• Assist with coordinating the onboarding and offboarding of team members, including access cards, workstation set up and liaison with IT.

• Maintain various organizational charts.

• Disseminate bulk communications within the office.

• Scan, process, and distribute invoices.

• Prepare and submit executive-level expense reports.

• Maintain office directories and distribution lists and provide backup data entry support for Microsoft Exchange and office email systems.

• Enhances department reputation by accepting ownership for accomplishing new and different requests, exploring opportunities to add value to job accomplishments.
• Support special projects andinitiatives asassigned.
• Performother duties as assigned.

Minimum Qualifications

• Associate's degree.

• Ability to work on site Monday through Friday, 8:00 a.m. to 5:00 p.m.

• 2-5 years of professional experience coordinating the activities related to the smooth function of an office or facility.

• Front desk experience andexperiencebeing the first point of contact for office visitors.

• Strong interpersonal, customer service, and communication skills.

• Proficiency with Microsoft Office products (Word, Excel, Outlook, PowerPoint).

• Excellent planning and organizational skills; able to prioritize and pursue completion of several tasks concurrently.

• Sound judgment and problem-solving abilities, withdemonstrateddecision-making skills.
• Strong attention to detail and a high degree of accuracy.
• Professional demeanor with the ability to interact effectively with diverse stakeholders.

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Benefits & Compensation

Qualus benefits offered include Medical, Dental, Vision, Life Insurance, Short and Long-Term Disability, retirement match, Flexible Spending Accounts, EAP, Parental Leave, Paid time off, and Holidays, for those who qualify.

The final salary awarded for this role may vary from the above range based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs. The salary range provided in this job posting may be subject to change for business purposes.

Company Overview

Qualus is a leading pure-play power solutions firm and innovator at the forefront of power infrastructure transformation, with differentiated capabilities across grid modernization, resiliency, security, and sustainability. The firm partners with utilities, commercial, industrial, data center, and government clients, and renewable and energy storage developers, offering comprehensive solutions through boutique and integrated advisory, planning, engineering, digital solutions, program management, energy efficiency and specialized field services. Qualus also provides software and technology enabled services and develops breakthrough solutions for critical power industry challenges such as distributed and variable resource integration, emergency management, and secure data exchange. The firm has over 2,000 professionals, with offices throughout the U.S. and Canada.

EEO Statement

We are an equal opportunity employer and value diversity. We are committed to providing an inclusive workplace and do not discriminate on any grounds protected by applicable human rights legislation across Canada and the US.

We are committed to a secure and transparent hiring process. We do not request payment or sensitive personal information, such as Social Security numbers or banking details, during the application process. Please use caution and verify opportunities through our official channels.