Office Administrator

Swim Recruiting; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Benefits

Paid vacation

Job summary

Swim Recruiting seeks an Office Administrator in Vancouver to support the CEO, Controller, and two senior leaders. You will manage calendars, prepare meeting materials, coordinate travel, and handle AP invoices, vendor files, and office operations.

The role requires meticulous organization, reliability, and discretion in a fast-paced small office. A post-secondary degree is preferred, with 3+ years in a similar setting and strong MS Office skills. Full-time, on-site in Vancouver.

Qualifications

• Experience supporting multiple executives or senior professionals.
• Experience with Accounts Payable and vendor management.
• Strong MS Office and calendar management skills.

Responsibilities

• Schedule and manage calendars for four senior leaders.
• Prepare meeting materials and agendas.
• Process Accounts Payable and expense reports (~20 invoices/week).
• Coordinate travel including flights, accommodation, and itineraries.
• Order and manage office supplies and catering.
• Maintain administrative files and vendor records.
• Assist with events and ad hoc tasks as needed.

Skills

Calendar management

Scheduling

Communication skills

Organization

Attention to detail

Discretion

Proactivity

Executive support

Education

Post-secondary degree preferred

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

CRM

Job description

Are you someone who loves taking on a variety of responsibilities at work, and believes no task is too small or too large? We are looking for someone who can schedule meetings for several executives, book a work trip, process a couple AP invoices, change a light bulb, order in catering, take stock of the office supplies, and update an Excel spreadsheet- all on the same day!

Who- the Company:

Our client is a small and privately-held organization based in Vancouver. The company works within a lean and collaborative structure, and the Office Administrator will work closely with senior leadership and external stakeholders to ensure smooth office operations. The culture is professional, discreet, and highly trust-based, with an emphasis on accuracy, accountability, and integrity. They have a tightknit team working in a professional environment that values discretion, organization, and accuracy.

What- the Role:

On behalf of our client, Swim Recruiting is seeking a new Office Administrator. The Administrator will report into the CEO, and will directly support the CEO, as well as the Controller, and 2 other senior individuals.

The Office Administrator will be responsible for the following:

• Scheduling and calendar management for 4 senior leaders
• Prepare meeting materials and agendas
• Accounts Payable and Expense Reports. Processing around 20 invoices a week on average, with support from the Controller. These tasks will take around 10 to 15 hours a week, on average.
• Maintain administrative files and records, including contact info for relevant vendors and service providers
• Travel coordination, including booking flights, sourcing and reserving accommodation, figuring out transportation, and preparing travel itineraries
• Order and manage office supplies
• Figure out office equipment maintenance and repairs, as needed
• Source and research new vendors and service providers
• Order catering
• Help with event planning
• Any and all ad hoc administrative tasks and accounting-related administration that come up at the office!

The successful candidate will be highly organized, detail-oriented, reliable, and proactive in solving problems. This is a dynamic role for someone who thrives in a fast-paced small office environment with shifting priorities!

Who- the Candidate:

We are seeking a very organized and detail-oriented administrative professional with 3+ years of relevant work experience in a small office.

Qualifications and Experience

• Experience “wearing many hats” in a small office environment, for example, an investment firm, small real estate firm (such as a REIT), accounting firm, law firm, junior mining company, family office, executive office, etc.
• Experience administratively supporting multiple executives or senior professionals, ideally with experience supporting a CEO and/or an Accounting & Finance leader.
• At least 1 year of hands-on Accounts Payable experience, including invoice processing, payment administration, receipts, expense reports, and similar accounting administration (the Administrator will be processing around 20 AP invoices a week, on average- with guidance & oversight from the Controller).
• Strong Microsoft Outlook, Word, Excel, Teams, and general Microsoft Office skills.
• Experience with calendar management and complex scheduling.
• Experience booking domestic and international travel.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Strong organizational and document-management skills.
• Comfort working with technology and maintaining information within administrative, accounting, property & real estate management, CRM, or similar software platforms.
• Post-secondary degree is preferred.

Personal Attributes:

• Naturally very organized, with ability to help others at the office also get more organized
• Mature and grounded.
• Friendly and professional.
• Resourceful and proactive.
• Reliable and discreet.
• Comfortable taking ownership and demonstrating initiative- the new Administrator can really make turn this job into a very, very important part of the office!
• Willing to handle both important ad hoc assignments and routine administrative work on the same workday

How Much:

Base salary commensurate with level of skills, amount and relevance of office administration and AP work experience, and overall qualifications. There is currently a wide salary range of $60,00 to $80,000. Plus: benefits, paid vacation, etc. Please discuss your total compensation expectations in further detail with SWIM.

Where:

Vancouver, BC. Based in a nice area of town, outside of the downtown core, accessible by foot, bike, transit, or car. Full-time role requiring some flexibility based on schedules, priorities, and occasional time-sensitive needs. Typically the Administrator will have an 8-hour workday (8am to 4pm, 8:30am to 4:30pm, or 9am to 5pm)