Corporate Services Administrator

Paladin Technologies•Vancouver, BC

2d•Onsite

About The Position

The Corporate Services Administrator supports the day-to-day operations of the Corporate Office while providing administrative and coordination support across multiple departments, including HR, Marketing, Finance, and Senior Leadership. This role serves as a key point of contact for office operations, travel coordination, onboarding activities, vendor and facilities support, and internal events, while ensuring a professional and organized office environment. The position requires strong organizational skills, adaptability, professionalism, and the ability to manage multiple priorities in a fast-paced corporate setting.

Requirements

2+ years of Corporate Office experience
Resourceful and the ability to research information and present results to internal clients.
Excellent written and verbal communication, as well as interpersonal skills
Prior experience in travel coordination or logistics management, especially in a fast-paced environment
Strong computer skills, with proficiency in Microsoft Office
Ability to multi-task and prioritize in a dynamic work environment.
Able to work independently, manage time effectively, and work with multiple deadlines.
Experience in project coordination / management, finance, or contract administration

Nice To Haves

Experience in the construction/security industry
Understands the industry and/or company culture
Some event management experience

Responsibilities

Serve as the first point of contact for visitors to the Corporate Office, providing a professional and welcoming experience.
Provide administrative support to the Marketing, HR and Finance teams while maintaining a high level of confidentiality and professionalism.
Receive, sort, and distribute mail, shipping, faxes, packages, and courier deliveries.
Coordinate with warehouse teams, procurement, vendors, and branch contacts to resolve mis-shipped or misdirected parcels.
Manage meeting room bookings and coordinate catering, hospitality, and room setup requirements for meetings, training sessions, and internal events.
Oversee office supply inventory and procurement (including first aid supplies).
Serve as Floor Warden and First Aid Attendant for the Corporate Office, maintaining an understanding of emergency procedures and supporting office safety protocols.
Maintain the cleanliness and organization of kitchen and common areas, including loading and unloading the dishwasher and restocking supplies as needed.
Coordinate with building management and internal teams regarding office access, visitor access, maintenance requests, and facilities-related issues.
Draft and distribute office-related communications and reminders.
Serve as Orientation Facilitator for the Downtown Vancouver headquarters, including new hire onboarding, laptop setup, access card coordination, office tours, and related orientation activities
Coordinate the return of company assets from departing employees, including laptops, access cards, mobile devices, and other company-issued equipment
Support the employee anniversary & company perks programs
Support vendor sponsorship outreach, including requesting sponsorship funds, tracking contributions, and ensuring funds are allocated to the appropriate event or initiative.
Support the Finance team with weekly cheque mailings and other related administrative tasks.
Ensure costs related to travel, events, shipments, and office supplies are allocated to the appropriate event, branch, department, or project.
Coordinate & maintain certificate and documentation of insurance requests and insurance-related contract reviews with the company’s insurance broker
Work closely with the Portal Administration team to maintain up-to-date insurance documentation in contractor portals, including Avetta, ISN, and ComplyWorks.
Liaise with salespeople, project managers, customers, and brokers to support enrollment in Owner Controlled Insurance Program ‘OCIP’ and Contractor-Controlled Insurance Program ‘CCIP’ programs.
Support & coordinate the corporate travel program, maintaining a strong understanding of the Travel Program Policy and assisting colleagues with related requests & questions.
Coordinate travel arrangements for Head Office colleagues, senior leadership, and special project teams.
Perform additional administrative duties and special projects as assigned.
Other Duties As Assigned.