Office Administrator, Full Time, Contract

ESFM (CCSSL Eurest)•Vancouver, BC

4d•CA$20 - CA$24

About The Position

This is a full-time, three-month contract position for an Office Administrator. The role involves overseeing the general operation of the unit office, including managing operating cost records, associate files, compliance, and record retention. The administrator will also handle incoming and outgoing mail, answer telephones, maintain confidential personnel files, and assist management with preparing employment documents. Responsibilities include processing vendor invoices, performing vendor statement reconciliations, assisting with financial report preparation, and attending required meetings while following safety procedures. The role also supports office management tasks, audits, inspections, and rounds, assists with coordinating small projects, sourcing vendors, managing vendor services, and updating ticketing systems. Additionally, the administrator will help with site services, client applications, and programs, and provide back-up support to other administrative team members.

Requirements

Post-secondary education in Office Administration, and/or one to two years of office administration experience
Strong verbal and written skills, with an ability to maintain good relationships with suppliers, staff, clients
Strong computer skills and ability to learn various software programs quickly
Ability to adapt to a changing and fast-paced environment
Excellent interpersonal skills
Ability to meet strict deadlines and take direction/feedback
Microsoft Office proficiency

Responsibilities

Oversee general operation of the unit office to include upkeep of operating cost records, associate files, compliance, record retention in addition to organization and filing of records and other operational supporting documentation that may be required
Answer telephones and direct inquiries in a professional manner
Maintain confidential personnel files
Assist management staff in preparing confidential employment documents, including but not limited to proposed disciplinary notices
Open and route incoming mail, answers correspondence and prepares outgoing mail
Assist with staffing, including finding staff when employees call out on short notice
Process vendor invoices for payment - making sure there is no discrepancy in pricing
Perform monthly vendor statement reconciliations
Assist in preparation of end of month financial reports
Attend in-service and/or safety meetings as required. Follow all safety procedures at the site.
Assist with office management tasks, audits, inspections, and rounds as needed.
Assist and coordinate small projects, sourcing vendors, manage vendor services and update ticketing systems for site services.
Assist with site services, client applications, and programs available to the client (event requests, catering, etc)
Back-up support for other administrative team members