Office Coordinator (12 Month Contract)

Disability Management Institute; Surrey; On-site; CAD 43,000 - 45,000; Full time

Job summary

Disability Management Institute (DMI) is seeking an Office Coordinator to join our Surrey, BC team on a 12-month contract. This full-time, in-office role oversees the administration team’s day-to-day operations, serving as the ambassador for the organization and ensuring a positive experience for clients and staff alike.

After onboarding (about 3 months), there is an opportunity to transition to a hybrid work schedule.

Qualifications

• Minimum 1–2 years of administrative experience.
• Proficiency with Microsoft 365 Suite.
• Strong attention to detail and organizational skills.

Responsibilities

• Greet visitors and direct inquiries to the appropriate contact or meeting room.
• Coordinate facilities bookings, update welcome screens, setup/teardown boardroom, and arrange catering as needed.
• Answer incoming calls and route inquiries to staff.
• Manage facilities requests via JIRA and reconcile invoices for approvals.

Skills

Client-focused customer service

Attention to detail

Administrative experience

Education

Administrative post-secondary diploma or degree

Tools

Microsoft 365 Suite

Job description

At Disability Management Institute (DMI), we deliver innovative, end-to-end disability and absence management solutions that transform how employers support their teams. Since 2002, our experienced team of dedicated professionals have combined deep expertise with genuine care to create partnerships that benefit employees, employers, and stakeholders alike.

Our culture thrives on connection, collaboration, and respect. Open communication, team bonding, and a spirit of appreciation create an environment where you feel supported, valued, and empowered to bring your authentic self to work every day.

The Opportunity

We are currently looking for an Office Coordinator to join our team in Surrey, BC on a 12-month contract. In this role, you’ll oversee the day-to-day functioning of the DMI Administration team, act as an ambassador for the organization, and ensure that every internal and external client has a positive experience.

This is a full-time, in-office role based at our Surrey office. Following the onboarding period (approximately 3 months), there is an opportunity to transition to a hybrid work schedule.

What You’ll Be Doing

• Greet incoming DMI visitors, ensuring they feel welcomed and directed to the appropriate contact or meeting room.
• Coordinate facilities bookings, update welcome screens, set up/take down the boardroom, and arrange catering when needed.
• Answer all incoming phone calls and direct inquiries to the appropriate staff.
• Manage facilities requests via JIRA.
• Handle all incoming and outgoing mail and courier requests.
• Document DMI compliments and complaints in the internal tracker.
• Coordinate travel requests as required.
• Maintain office supply levels, reorder supplies, and ensure proper distribution and storage.
• Reconcile invoices and provide them to management for approval; prepare purchase orders for larger purchases.
• Liaise with external vendors regarding office equipment maintenance (coffee/water machines, printers, etc.).
• Track and coordinate important staff events (anniversaries, birthdays, socials).
• Support social committee events for both DMI and GroupHEALTH Family of Companies.
• Manage DMI WOW nominations and direct feedback appropriately.
• Contribute to company newsletters and intranet updates.
• Ensure office and kitchen areas remain clean and presentable.
• Collaborate with Office Support teams across the family of companies for initiatives.
• Communicate professionally with external contacts, adhering to company privacy and confidentiality policies.
• Perform additional administrative duties as required by leadership.

What You Bring to the Team

• High level of proficiency with Microsoft 365 Suite.
• Strong client-focused customer service skills.
• Exceptional attention to detail.
• 1–2 years of administrative experience is an asset.
• Administrative post-secondary diploma or degree is an asset.

You will succeed in this role if you are:

• A Team Player – collaborative, supportive, and eager to help colleagues succeed.
• A Detail-Oriented Organizer – able to manage multiple priorities while maintaining accuracy.
• A Clear Communicator – professional, approachable, and responsive in all interactions.
• A Problem Solver – resourceful and proactive in resolving issues or identifying efficiencies.

Compensation

At the time of this posting, the estimated annual base salary for this position is $43,000–$45,000. Individual compensation within this range will depend on factors such as job-related skills, relevant experience, and education/training. This reflects the base salary only and does not include our comprehensive total rewards package.

Belonging Starts Here

Diversity, inclusion, and belonging aren’t just programs at DMI; they are our foundation. We foster a safe, respectful, and inclusive workplace where everyone belongs and can thrive.

If you need accommodation during any stage of the hiring process, please let us know—we’re here to help.