The Office & Administrative Coordinator is the behind-the-scenes force that helps keep the leadership team organized, supported, and one step ahead — while also making sure the office runs smoothly and feels like a great place to be. This role is primarily focused on executive and administrative support, with office coordination making up roughly 30% of the position.
This role is ideal for someone with a background in restaurant, serving, hospitality, concierge, front desk, or customer service who is ready to bring those people skills into a corporate environment. You know how to stay organized in a busy setting, keep calm when priorities shift, and handle the details with care. You’re just as comfortable greeting guests and coordinating logistics as you are managing calendars, processing expenses, and keeping records accurate. This is a full-time, on-site position.
Core Responsibilities
Executive & Administrative Support
- Keep the leadership and executive teams organized, supported, and prepared for the day ahead.
- Manage calendars, schedule meetings, coordinate appointments, and book rooms with accuracy and efficiency.
- Support travel planning and logistics, helping ensure smooth and well-organized arrangements.
- Prepare, format, and organize documents, reports, presentations, and other materials that help leaders show up ready.
- Process executive expense reports accurately and on time.
- Maintain organized filing systems, records, contact lists, and other key administrative documents.
- Track follow-ups, deadlines, and action items so nothing slips through the cracks.
- Jump in on ad-hoc administrative projects and lend support wherever needed.
- Handle confidential and sensitive information with professionalism, care, and discretion.
Office Coordination
- Help keep the office polished, organized, and welcoming for employees, guests, and visitors.
- Coordinate with vendors such as cleaning, maintenance, and repair partners to keep things running smoothly.
- Manage office supplies, snacks, and beverages so the everyday essentials are always covered.
- Oversee incoming and outgoing mail, courier requests, deliveries, and package tracking.
- Support recycling, waste management, and general office upkeep.
- Welcome guests and act as a friendly go-to person for office-related questions and needs.
- Assist with onboarding logistics to help new team members feel set up and supported from day one.
- Support company meetings, events, and team activities that help bring people together.
Qualifications
- 2+ years of experience in administrative support, executive support, office coordination, or a similar role.
- Strong organizational and multitasking skills, with excellent attention to detail.
- Excellent communication and interpersonal skills.
- Proficiency with Microsoft Office Suite, Google Workspace, and scheduling tools.
- Experience supporting executives or leadership teams, including calendar management and expense reporting, is preferred.
- Ability to handle confidential information with sound judgment and discretion.
- Professional, approachable, and service-minded, with a proactive attitude.
- Comfortable working on-site and balancing both executive support and office coordination responsibilities.
Job Types: Full-time, Permanent
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
Location:
- Vancouver, BC V6B 2S2 (required)
Work Location: In person
