Office Administrator / Coordinator

MatchBox; Vancouver; On-site; CAD 40,000 - 60,000; Full time

Job summary

A dynamic office team in downtown Vancouver is hiring an Office Administrator / Coordinator. This full-time, in-office role involves managing daily office operations, supporting recruitment and administrative tasks, and fostering a positive work environment. Candidates should have over a year of experience in office administration, excellent organizational skills, and a customer-service mindset. The position requires proficiency in Microsoft Office and offers a supportive, inclusive work culture.

Qualifications

• 1+ years of experience in office administration, reception, or office coordination.
• Highly organized and detail-oriented with the ability to manage multiple priorities and deadlines.
• Professional, polished communication skills and a customer-service mindset.

Responsibilities

• Own day-to-day office operations, including monitoring shared inboxes and greeting visitors.
• Manage office supply inventory with a proactive approach.
• Support recruitment administration and light accounting tasks as needed.

Skills

Office administration

Organizational skills

Customer service mindset

Microsoft Office / Office 365 proficiency

Detail-oriented

Job description

MatchBox is hiring an organized, motivated, and service-minded Office Administrator / Coordinator to join our Vancouver team. Located in downtown Vancouver, right beside Burrard Skytrain Station, this is a full-time, in-office role for an initial 6‑month term, with potential for extension.

Responsibilities

• Own day‑to‑day office operations (monitor shared inboxes, greet visitors, coordinate meeting‑room bookings, manage mail/couriers, and keep common areas organized)
• Manage office supply inventory and reporting with a proactive approach
• Support recruitment administration and light accounting tasks as needed, including accurate data entry and database maintenance
• Coordinate internal events, assist with office communications/online updates, contribute to online presence; support team members with administrative tasks as needed

Requirements

• 1+ years of experience in office administration, reception, or office coordination
• Highly organized and detail‑oriented, with the ability to manage multiple priorities and deadlines
• Professional, polished communication skills (written and verbal) and a customer‑service mindset
• Proficiency with Microsoft Office / Office 365 and comfort learning new systems and tools
• Self‑motivated and able to work with minimal supervision while collaborating closely with a team
• Discretion and sound judgment when handling sensitive or confidential information
• Positive attitude toward learning, improving processes, and taking on new challenges

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

We require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.