Administrative Assistant

Land Title & Survey Authority of BC (LTSA) / LandSure Systems•Vancouver, BC

17d•Hybrid

About The Position

LandSure Systems Ltd. (LandSure) is looking to hire a permanent full-time Administrative Assistant to join our Technology division! LandSure is a subsidiary of the Land Title and Survey Authority of BC (LTSA), a publicly accountable, statutory corporation that manages BC's land title and survey systems. Our team of nearly 100 employees supports the LTSA through information system consulting services, project management, customer support, and communications. The Administrative Assistant ensures smooth day-to-day office operations, delivers administrative support across the organization, and plays a key role in coordinating employee programs and events that enhance the workplace experience. As the first point of contact for employees, contractors, guests, and vendors, this role provides administrative support across the organization, including management and executive employees. In addition to general administrative duties, this role plays a key operational role in supporting software, services, and technology related purchasing activities, helping ensure requests are complete, standardized, tracked, and processed efficiently. This role supports the preparation and administration of vendor service agreements and assists with PO creation, tracking invoices, renewals, and related documentation. This position requires a high degree of professionalism, judgment, discretion, and initiative to execute a wide variety of responsibilities that support effective office and administrative excellence and purchasing process consistency. This role provides back-up support to the Executive Assistant of Products and Technology.

Requirements

High school graduation plus completion of a post secondary diploma or training in an Administrative Assistant program.
Minimum of 3 years experience in a similar position.
Experience in handling confidential matters and managing sensitive issues with tact, diplomacy and good judgment on the telephone, email and in person.
Strong written and verbal communication skills, with the ability to handle sensitive and confidential information with discretion and professionalism.
Demonstrated administrative accuracy and attention to detail, particularly when preparing documentation and tracking invoices, agreements, and records.
Well‑developed organizational and time‑management skills, with the ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
Strong interpersonal skills and a service‑oriented approach when supporting employees, vendors, and external contacts.
Ability to work effectively both independently and as part of a collaborative team.
Practical knowledge of office coordination practices, systems, and procedures.
Proficiency with Microsoft Office applications (e.g., Outlook, Word, Excel, Teams).
Resourceful, detail oriented and solution‑focused, with the ability to identify issues and follow established processes to support resolution.
Applicants must be legally authorized to work in Canada.

Nice To Haves

Experience tracking contracts, service agreements, or purchase orders preferred.
Comfort working with contracts and vendor management, purchasing systems, service request tools, and financial tracking data.

Responsibilities

Reception and Office Coordination
Welcome visitors to the office (including LTSA employees, contractors, and guests) and provide support as appropriate.
Maintain and organize office supplies, equipment, and common areas, ensuring a professional and welcoming environment.
Coordinate calendars and resource booking requests.
Provide reception phone coverage and coordinate call forwarding as required.
Act as primary liaison with building management and external vendors (e.g., security, parking, courier, plant services, coffee and catering, shredding) to ensure swift resolution of any facility issues and needs.
Maintain office and coffee services supplies and conduct weekly fridge cleaning.
Coordinate incoming and outgoing mail and courier services in accordance with office procedures.
Oversee office access and security, including issuing and canceling access passes, managing alarm codes, and coordinating parking stall usage.
Support offboarding processes, ensuring timely removal of office access and updating of records and trackers.
Administrative & Purchasing Support:
Provide administrative support to the Technology team and other departments, including document preparation, reports, agenda management, meeting follow-up, and maintenance of trackers.
Act as the primary administrative coordinator for Corporate IT purchasing requests, ensuring submissions are complete, accurate, and aligned with established processes and guidelines.
Coordinate software and services purchasing activities, including:
Purchase requests and purchase order (PO) documentation
PO extensions vs. new PO creation tracking
Renewal tracking for software, licenses, and vendor services
Contribute to maintaining standardized purchasing documentation, templates, and checklists to improve consistency and reduce rework.
Track purchase orders, invoices, renewals, and budget related information, and follow up on missing or incorrect information to support timely processing.
Maintain a centralized vendor database, including vendor contracts, service agreements, renewal dates, and documentation.
Support compliance checks related to purchasing, ensuring required documentation is identified, tracked, and routed appropriately.
Coordinate with Finance, Technology and HR to support approvals, resolve discrepancies, and improve visibility into purchasing status and timelines.
Support purchasing and payment processes by coordinating purchase documentation and assisting with invoice approval and tracking in accordance with established procedures.
Support vacation and absence coverage for purchasing activities, ensuring continuity through documented processes and cross‑training.
Coordinate onboarding logistics for all LandSure employees, including scheduling meetings, preparing welcome materials, updating employee trackers, and ensuring system and security access is set up.
Facilitate a positive first-day experience for new employees and provide office tours.
Act as back-up to the Executive Assistant of Products and Technology
Travel, Events & Employee Programs:
Organize and support onsite and offsite company-wide events and employee programs such as All Hands meetings, flu shot clinics, service milestones, Employee Achievement Awards Celebration, holiday lunches, and social committee activities.
Prepare official organizational documents such as employee recognition certificates, milestone awards, and program materials.
Arrange meeting logistics and training, including venue selection, creating attendee lists and meeting invites, and organizing catering/food pickup, and AV, and post-event reporting.
Book air travel and hotel accommodations and process expenses.
Submit taxable benefits forms to payroll and benefits team.
Act as an active member of the Occupational Health & Safety Committee.