Office Administrator

Altis Recruitment; Vancouver; On-site; CAD 45,000 - 55,000; Full time

Job summary

A corporate head office is seeking a highly organized Office Administrator to support its operations in Vancouver. This on-site role involves managing reception duties, overseeing maintenance of office supplies, and assisting senior leadership with scheduling and event planning. The ideal candidate possesses strong organizational skills and experience in office administration. This position requires working 5 days a week and eligibility to work in Canada.

Qualifications

• Proven experience in office administration or a similar corporate support role.
• Strong organizational and multitasking abilities with keen attention to detail.
• Excellent communication and interpersonal skills.

Responsibilities

• Act as the first point of contact at the head office managing reception duties.
• Coordinate all incoming and outgoing mail and courier shipments.
• Oversee maintenance of office equipment and facilities.

Skills

Organizational skills

Communication skills

Multitasking abilities

Proficiency in Microsoft Office

Job description

Our client is seeking a highly organized and proactive Office Administrator to support the daily operations of their corporate head office in Vancouver. This role plays a central part in ensuring smooth office functions, supporting corporate administrative tasks, and assisting executive leadership with scheduling and coordination. The ideal candidate is detail-oriented, resourceful, and able to manage a variety of administrative and operational duties across departments.

This is a contract position requiring 5 days per week on-site at the client's office in Vancouver. Candidates must be elligible to work in Canada.

Responsibilities:

• Act as the first point of contact at the head office by managing reception duties including greeting visitors, handling calls, and responding to general inquiries.
• Coordinate all incoming and outgoing mail and courier shipments, maintaining accurate tracking records.
• Oversee maintenance of office equipment and facilities, and manage supply inventory and distribution across all office locations.
• Develop and implement standardized office procedures and continuously improve internal processes.
• Lead environmentally sustainable office initiatives.
• Monitor and support the annual office budget, including tracking expenditures and identifying variances.
• Prepare corporate documents such as reports, correspondence, and spreadsheets, and assist with preparation for corporate meetings and events.
• Manage office lease agreements and ensure insurance coverage is current and valid.
• Support financial processes by assisting with credit card and travel invoice reconciliations, and providing documentation for audits.
• Coordinate travel and event logistics, including booking transportation, accommodation, and event registrations.
• Prepare briefing materials and presentations for meetings.
• Provide meeting and event support including booking catering, AV setup, and space reservations.
• Assist senior leadership with calendar management, travel coordination, and event planning.

Qualifications:

• Proven experience in office administration or a similar corporate support role.
• Strong organizational and multitasking abilities with keen attention to detail.
• Excellent communication and interpersonal skills.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and handle confidential information with discretion.
• Experience supporting senior level executives preferred.
• Previous exposure to travel booking and event coordination preferred.