National Operations Administrator

David Suzuki Foundation • Vancouver, BC

10d • Hybrid

About The Position

The National Operations Administrator supports the effective functioning of DSF’s national operations, administrative systems, workplace infrastructure, and facilities management across Vancouver, Toronto, and Montreal. In this capacity, you provide primary on-the-ground operational support for our Vancouver headquarters while helping strengthen consistent, well-coordinated operations across DSF’s regional offices. Working within the Strategic Operations function, the role supports national facilities coordination, vendor administration, office access and security processes, records management implementation, federal and provincial lobbying administration, budget administration, and renovation/redesign project implementation. This role provides administrative leadership within assigned cross-functional workflows by keeping processes organized, documentation current, timelines moving, and the right people connected across teams and operational partners. The role helps identify gaps, drive action on operational priorities, support cost tracking, and escalate issues or decisions to the Senior Manager, Strategic Operations, or appropriate organizational lead. You bring a practical operations lens to workplace equity and accessibility by helping ensure that workplace procedures, shared spaces, staff-facing instructions, hybrid workplace tools, and office-use practices are clear, consistent, inclusive, and usable for staff across regions. Through this work, the National Operations Administrator contributes to reliable and accessible workplace operations that support staff across the organization.

Requirements

• Relevant post-secondary degree, diploma, certificate, training, or equivalent work experience in administration, operations, facilities, records management, project coordination, or a related area.
• Minimum 2 years of experience in operations administration, office administration, facilities administration, records administration, vendor coordination, budget administration support, or related administrative work.
• Minimum 2 years of experience administering workflows with multiple moving parts, including vendors, invoices, schedules, approvals, access systems, facilities issues, records, reporting inputs, office operations tools, or operational documentation.
• Strong working knowledge of digital office tools and information systems, including Microsoft Office, SharePoint, Teams, Outlook, shared mailboxes, forms, data management tools, email software, and web browsers.

Nice To Haves

• Experience supporting multi-office, cross-regional, cross-functional, nonprofit, charity, unionized, or mission-driven environments is an asset.
• First Aid + CPR, French or other second language skills are an asset.

Responsibilities

• Administer assigned national operations workflows across DSF’s Vancouver, Toronto, and Montreal offices, ensuring requests, records, approvals, vendors, invoices, access processes, and follow-up are tracked and completed.
• Monitor and respond to the shared Admin Support inbox, including staff requests, vendor inquiries, invoice routing, facilities issues, office feedback, and operational follow-up.
• Maintain approved operations procedures, office instructions, forms, checklists, contact lists, tracking tools, calendars, and staff-facing guidance so operational processes are current, accessible, and consistently applied.
• Identify recurring operational issues, process gaps, service needs, workflow risks, or decision points, and escalate them to the Senior Manager.
• Provide administrative support for national operations workplans, recurring processes, and assigned Strategic Operations projects.
• Administer and manage assigned Strategic Operations budget workflows and financial administration in coordination with Finance, including overseeing cost tracking, recurring expense monitoring, expense reconciliation, monthly credit card processing, vender contracts, tracking of invoices, approvals, coding, and payment status.
• Coordinate invoice processing for all administrative, facilities, operations, records storage, renovation, and office project expenses, while tracking expenditures to maintain budget compliance.
• Identify and escalate billing discrepancies, cost changes, delayed approvals, missing information, duplicate charges, service issues, payment risks, or other budget, vendor, invoice, or approval concerns to the Senior Manager.
• Support records management implementation and administration for physical and digital organizational records, including Iron Mountain and offsite records storage.
• Maintain records inventories, storage logs, retrieval documentation, destruction records, digitization tracking, and related records-management tools, and track records storage costs, retrieval activity, confidential shredding/destruction activity, and digitization-related expenses
• Support records lifecycle improvement work, including storage optimization, records clean-up, digitization preparation, annual records review cycles, and cost-control initiatives.
• Support the development and maintenance of a standardized records management procedure, including file tracking, retrieval requests, digitization requests, destruction approvals, and related workflows.
• Coordinate records questions with appropriate departmental owners and escalate unclear ownership, privacy concerns, retention questions, cost concerns, or destruction-approval issues to the Senior Manager.
• Support digitization projects by coordinating vendor logistics, preparing records for review, tracking project status, maintaining project documentation, and assisting with follow-up.
• Administer assigned federal and provincial lobbying administration workflows, including reporting calendars, internal reporting forms, registry records, and related administrative files.
• Maintain and update the internal federal and provincial lobbying reporting forms, ensuring they remain accurate, accessible, and aligned with current reporting requirements. Coordinate internal reporting inputs, track deadlines, follow up on missing or incomplete information, and support timely and accurate submission of required information.
• Support updates to lobbying registry information, including senior officers, designated lobbyists, subject matter details, institutions, and related administrative information, as assigned.
• Escalate missing information, deadline risks, reporting questions, or compliance concerns to the Senior Manager.
• Maintain confidentiality, accuracy, and appropriate documentation when handling lobbying-related information.
• Administer facilities, security, and office access workflows across DSF offices, including maintenance requests, repairs, landlord communications, vendor follow-up, service-provider coordination, access records, and facilities documentation.
• Support alarm, keycard, office access, and office security processes in collaboration with IT, building managers, and external security providers.
• Maintain access lists, alarm call lists, emergency contact lists, keycard records, and related facilities/security documentation.
• Support staff onboarding, offboarding, and internal role transitions across all regions as they relate to office setup and access, including keycards, alarm codes, desk-booking systems, mail, phone, office tours, clean desk/key policy agreements, and workplace procedures
• Support business permits, alarm permits, certificates of insurance, emergency contacts, and other recurring facilities-related administrative processes.
• Escalate facilities, safety, office access, security, approval, cost, or decision issues to the Senior Manager.
• Support Vancouver headquarters day-to-day physical operations, including office supplies, kitchen supplies, mail and courier processes, shared office spaces, landlord/building coordination, and related vendor follow-up.
• Administer and maintain approved office-based hybrid workplace processes across DSF offices, including desk-booking tools, shared workspace procedures, clean desk practices, visitor and, internal events procedures, checklists and vendor information office-use guidance, and related staff-facing operational communications.
• Provide primary on-the-ground support for Vancouver headquarters as part of DSF’s hybrid workplace operations, including shared workspace readiness, office-use procedures, visitor processes, staff-facing office guidance, and use of approved office operations tools.
• Maintain approved office-use guidance and vendor information in alignment with DSF operations policies and support staff in understanding and following approved workplace procedures. This includes shared desks, meeting rooms, visitor processes, access systems, office-use expectations, and staff-led meetings, events, retreats, and gathering procedures.
• Direct staff to the appropriate IT support channels for technology, audiovisual, hybrid meeting, equipment setup, or troubleshooting needs.
• Track recurring hybrid workplace issues, staff feedback, office-use concerns, process gaps, and implementation needs, and escalate trends or risks to the Senior Manager.
• Support implementation logistics for hybrid workplace improvements, including signage, desk-booking updates, office-use procedures, wayfinding, workspace supplies, shared office tools, and related operational documentation.
• Coordinate and support office renovation, redesign, relocation, and facilities improvement projects aligned with approved plans.
• Act as a central point of coordination among internal stakeholders, vendors, contractors, landlords, and service providers for assigned project activities.
• Track project progress, timelines, and deliverables, managing administrative processes including cost tracking, invoice routing, deficiencies follow-up, and staff-facing communications.
• Help ensure timely follow-up with vendors, internal approvers, and Finance so operational services, documentation, approvals, and payments remain on track.
• Support renovation and office project budget administration by tracking project costs against approved budgets, maintaining invoice and vendor documentation, identifying billing discrepancies or cost changes, and flagging budget issues for Senior Manager review.
• Identify and escalate project risks, timeline issues, unresolved deficiencies, cost concerns, or decisions requiring Senior Manager input.
• Participate in the DSF Occupational Health and Safety Committee as a Vancouver office representative.
• Support Vancouver office health and safety processes, including fire drills, OH&S walkthroughs, emergency procedure documentation, incident-report routing, visitor logs, and office safety communications.
• Maintain first aid, AED, emergency contacts, visitor log, and office safety documentation as assigned.
• Support office safety tours for new staff in collaboration with OH&S, PC&E, and IT, including fire exits, extinguishers, muster station, first aid kit, AED, OH&S committee members, first aid attendants, and fire wardens.
• Support the administration and filing of OH&S report forms and related documentation.
• Escalate office safety, emergency readiness, or documentation issues to the Senior Manager and/or OH&S Committee as appropriate.

Benefits

• Four-day workweek
• Competitive salary and generous benefits package
• Hybrid work opportunities
• Supportive work culture
• Chance to make a difference and help improve the health of our planet and all life on it

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree