Office Coordinator - Nanaimo

Tenaquip NIS Limited.; Nanaimo; On-site; CAD 50,000 - 56,000; Full time

Benefits offered by this job

Employer matched RRSP

Flexible work environment

Job summary

Tenaquip NIS Limited. seeks an organized Administrative Support and Case Management assistant to support the Service Delivery Manager and Case Management team. The role includes clerical tasks, client records, and office operations in a Canada-based office.

Responsibilities span administrative drafting, invoicing review, petty cash, IT coordination, and facilities management, with emphasis on data accuracy, confidentiality, and stakeholder collaboration.

Qualifications

• Intermediate to advanced business technology skills.
• Proficient in MS Office (Word and Excel), Windows environment, PC applications, and web-based research tools.
• Demonstrated ability to work effectively with all stakeholders.
• Strong work ethic with a commitment to maintaining confidentiality.
• Excellent grammar, reading comprehension, and math skills.
• Excellent written and verbal communication skills.
• High attention to detail.
• Flexibility, initiative, quick thinking, high energy, and enthusiasm.
• Ability to interact skillfully and communicate effectively with a variety of people, both in person and in writing.

Responsibilities

• Drafts and prepares correspondence, memos, and reports for the Management team.
• Reviews invoices, secures approval, and forwards them to Finance in a timely manner.
• Administers petty cash, staff appreciation, and charitable funds, ensuring adherence to budget stipulations.
• Liaises with IT to ensure the functionality of all office equipment.
• Physical Office Needs Coordination
• Ensures the smooth operation of the physical office space.
• Manages issues with landlords, office renovations, repairs/moves, janitorial services, and facilities management.
• Maintains an adequate inventory of office supplies.
• Manages key and access card management.
• Coordinates with Occupational Health and Safety Representative to ensure compliance.
• Maintains administrative forms, client files, reports and business documents.
• Maintains related filing systems and procedures.
• Supports the Case Management team in performing in-house functions.
• Ensures Case Management staff have sufficient supplies and resources.
• Provides information clearly to clients and stakeholders, following confidentiality guidelines.
• Conducts follow‑up phone calls to clients when instructed.
• Manages difficult situations, assists clients in crisis, and responds professionally to complaints.
• Works with vendors to negotiate costs, supplies, and services.
• Receives and processes client‑related invoices for approval.
• Develops rapport with clients on the telephone.
• Prepares clear, concise, and timely correspondence as necessary.

Skills

MS Office

Communication

Confidentiality

Detail orientation

Interpersonal skills

Tools

Windows

PC applications

Web research

Job description

Join a passionate team-based working environment with the opportunity to work with community partners and employers who are dedicated to helping and making a difference in people's lives. Our Employment Services support government-funded programs across Canada empowering all communities through sustainable employment opportunities.

Employer matched RRSP

Flexible work enviroment

Overview

This role plays a crucial part in supporting the Service Delivery Manager and the Case Management team. Responsibilities include managing clerical and administrative tasks, maintaining client records in accordance with legislation, policy, and procedures, and providing general support to the customer service focus of the office.

Responsibilities

Administrative Support:

• Drafts and prepares correspondence, memos, and reports for the Management team.
• Reviews invoices, secures approval, and forwards them to Finance in a timely manner.
• Administers petty cash, staff appreciation, and charitable funds, ensuring adherence to budget stipulations.
• Liaises with IT to ensure the functionality of all office equipment.
• Physical Office Needs Coordination
• Ensures the smooth operation of the physical office space.
• Manages issues with landlords, office renovations, repairs/moves, janitorial services, and facilities management.
• Maintains an adequate inventory of office supplies.
• Manages key and access card management.
• Coordinates with Occupational Health and Safety Representative to ensure compliance.

Case Management Support

• Manages administrative tasks supporting the Case Management Process, including job search and job start supports.
• Prioritizes daily workload and processes files to ensure timely documentation for the team.
• Maintains current database information on each case.
• Creates administrative forms, client files, group participation lists, signs, labels, schedules, materials, certificates, reports, PowerPoint presentations, and well-designed business documents.
• Maintains related filing systems and procedures.
• Supports the Case Management team in performing in-house functions.
• Ensures Case Management staff have sufficient supplies and resources.

Vendor and Client Communication

• Provides information clearly to clients and stakeholders, following confidentiality guidelines.
• Conducts follow‑up phone calls to clients when instructed.
• Manages difficult situations, assists clients in crisis, and responds professionally to complaints.
• Works with vendors to negotiate costs, supplies, and services.
• Receives and processes client‑related invoices for approval.
• Develops rapport with clients on the telephone.
• Prepares clear, concise, and timely correspondence as necessary.

Qualifications

Intermediate to advanced business technology skills.

Proficient in MS Office (Word and Excel), Windows environment, PC applications, and web-based research tools.

Demonstrated ability to work effectively with all stakeholders.

Strong work ethic with a commitment to maintaining confidentiality.

Excellent grammar, reading comprehension, and math skills.

Excellent written and verbal communication skills.

High attention to detail.

Flexibility, initiative, quick thinking, high energy, and enthusiasm.

Ability to interact skillfully and communicate effectively with a variety of people, both in person and in writing.

Full-time

Wage Range

$50,000.00 - $56,000.00

Work Conditions

On‑site in an office environment

Eligibility Statement

Open to all those eligible to work in Canada.

Equity Statement

We are committed to fostering a diverse and inclusive workplace. We believe that diversity of thought, background, and experience strengthens our team and drives innovation. We are dedicated to creating an environment where everyone feels valued, respected, and supported.