Part-Time Administrative Specialist: Office & Facilities

Hargrove, Inc.; Vancouver; On-site; CAD 30,000 - 37,000; Part time

Job summary

Hargrove, Inc. in Vancouver, BC seeks an Administrative Specialist to manage reception, mailroom duties, and serve as a point of contact for Facilities Services. This role handles office and kitchen supply orders, month-end assistance, and document retention tasks to ensure deadlines are met.

The successful candidate will oversee main reception, mail distribution, shipping coordination, inventory control, and cross-department support, reporting to Admin Services management.

Qualifications

• High School Diploma required.
• 2+ years experience preferred.
• Proficient in Windows and Microsoft Office Applications.
• Strong background in communications and coordinating workflow.
• Strong customer focus, organization and time management skills essential.
• Ability to work independently, multi-task, work under pressure and adapt to sudden changes in the work environment.
• Working knowledge of mail processes.

Responsibilities

• Act as primary phone receptionist for inbound calls and inquiries to the Branch/Region.
• Sort, distribute mail and small packages to each department.
• Maintain records on postage, registration of mail and packages.
• Prepare and process all office shipping (FedEx/UPS).
• Order packing supplies and maintain inventory.
• Coordinate mass mailings across departments for cost efficiency.
• Assist with procuring office and kitchen supplies.
• Maintain office equipment and perform light repairs.
• Assist with office moves and facility maintenance.

Skills

Communications

Workflow coordination

Customer focus

Time management

Multitasking

Education

High School Diploma

Tools

Windows

Microsoft Office

Job description

Hargrove, Inc. in Vancouver, BC seeks an Administrative Specialist to manage reception, mailroom duties, and serve as a point of contact for Facilities Services. This role handles office and kitchen supply orders, month-end assistance, and document retention tasks to ensure deadlines are met.

The successful candidate will oversee main reception, mail distribution, shipping coordination, inventory control, and cross-department support, reporting to Admin Services management.