BC Direct Delivery Site

Administrative Coordinator

New Westminster, BC

Job Summary:

Reporting to the CEO, the Administrative Coordinator will be responsible for the management of the day-to-day administrative services of the office as well as assisting members of the senior leadership team. This includes maintaining office services by organizing and coordinating operations and procedures; coordinating and communicating office activities; providing administrative support to key personnel; sales and marketing support, event management, oversee vendor services and supplies management. The successful candidate will be a resourceful self-starter that proactively takes action to ensure the needs of the leadership team and the office are met.

Roles and Responsibilities:

Special Projects and Department Support

  • Liaise with executive to handle requests and queries from senior managers, company wide
  • Provide various departments with administrative support, assist with special projects as assigned.


Sales, Marketing and Event Support

  • Arrange logistics for internal/external meetings and special events
  • Help plan, manage and execute trade shows.
  • Work with marketing teams on execution of marketing materials design and ordering.
  • Launch new products (listings, sell sheets, events).
  • On-going email marketing newsletters.
  • Maintain and update databases and tracking systems.
  • Actively leads and manages the planning of all social media.
  • Execute social media influencer programs.
  • All other duties of similar scope and complexity as required.
  • Work with sales and marketing agencies.


Office Support

  • Manages inbound/outbound mail, courier services and other correspondence.
  • Ensure adequate inventory of office supplies and stationery, office furniture, kitchen sundries, special event materials
  • Maintains vendor relationships (catering, supplies, landlord, etc)
  • General housekeeping – ensures office space is orderly, organized and running smoothly
  • Provide various departments with administrative support, assist with special projects as assigned.
  • Liaise with the appropriate departments to assist with onboarding and offboarding employee activities, such as issuing and collecting pass cards, providing first day tours, & assisting with delivery and collection of IT equipment.
  • Maintains communication with local office staff regarding building updates.
  • Proactively maintains common spaces tidy, organized and clean (boardrooms, kitchen, mailroom, reception area and storage)
  • Drives all local office-related projects including project planning, execution, and stakeholder communication
  • Under the direction of the Health and Safety Manager, leads Health and Safety initiatives for the office.
  • Anticipates and prepares to provide high-quality hospitality service for VIP customers and visiting Executives
  • Document and improve administrative processes.
  • Liaise with executive to handle requests and queries from senior managers, company wide

Qualifications and Education Requirements:

  • Secondary Education is required and a Post-Secondary Diploma in Business Administration, Hospitality, or relevant discipline, would be an asset
  • 1 to 3 years of providing direct administrative support in an office setting would be an asset
  • Manage documentation with attention to detail and to act with discretion when handling confidential and sensitive information
  • Highly organized, self-starter, proactive, fiscally responsible, and reliable
  • Has a curious, growth-mindset that is focused on continuous improvement and creative problem solving.
  • Exemplary communication and interpersonal skills are essential, able to establish peer relationships and communicate effectively with all levels of the organization, external team members and stakeholders
  • Ability to manage multiple competing priorities and frequent deadlines with a high degree of accuracy and attention to detail
  • Proven ability to effectively use Microsoft Office Applications is required.

Job Details:

  • Job Type: Full-time
  • Pay: $45,000 Annual Salary
  • Expected hours: 40 per week
  • Schedule: Monday to Friday

Benefits:

  • Medical Plan (Extended Health Care including Dental)
  • On-site parking
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