Office Administrator

Urban Systems • Kelowna, BC

2d • CA$58,000 - CA$65,000 • Hybrid

About The Position

Our Kelowna branch is currently looking to add an organized, enthusiastic Office Administrator to our team. We are looking for someone who is keen to learn and engage in a range of activities that support administration and project delivery. Coupled with the diverse learning and project experience opportunities, do you see yourself excited to contribute to:
Office Coordination - Act as the first point of contact by greeting guests and coordinating telephone general inquiries.
Meeting and Event Coordination - Coordinate meetings, room bookings, and proactively arrange catering to support branch functions.
Operational and Premises Support - Keep up on office inventory and ordering office supplies, arrange for couriers/ mail, keep common areas clean and organized, manage equipment bookings and other office errands, help with security and office orientations, and building maintenance.
Financial Coordination - Support accounting processes such as Visa reconciliation, bank deposits, AR tracking, invoice coding, expense tracking, petty cash management and reconciliation, managing memberships, and general office purchases.
Document Design and Production – Draft documents with minimal instruction and using a variety of software, including Microsoft Office, to create engaging and accurate reports and presentations.
Travel Coordination – Act as the main point of contact for travel-related requests.
Additional office and administrative tasks as required.

Requirements

• Graduate of an administrative certificate or administrative professional program, with a minimum of 5 years of related experience or equivalent education and experience, ideally in customer service or an office setting.
• People Person - You enjoy building relationships and rapport with different personalities. It is natural for you to build an understanding of what people need and how you can help them.
• Service Mindset - You enjoy being in service, and supporting the needs of others efficiently and effectively makes you happy.
• Quality-focused—You take personal pride in delivering outstanding quality work for project leaders and team members.
• Excellent communicator – You have strong communication, both verbal and written, and can convey information to a wide array of audiences.
• Adaptable and Flexible – You are able to maintain accuracy, a positive attitude, and an open mind in the event of changes in business needs, conditions, or work responsibilities.
• Accountable/Dependable – You take personal responsibility for the quality and timeliness of work and achieve results and are able to follow accounting and administrative processes accurately while meeting business deadlines.
• Energy/Stress—You consistently demonstrate a high level of energy and handle demanding workloads, competing demands, distractions, and interruptions with professionalism and ease.
• Planning/Organization – You understand the steps necessary to achieve goals and prioritize key actions, anticipating the impacts of the actions as well as the needs of others.
• Technically proficient and experienced with all Microsoft Office programs with an emphasis on Excel.

Responsibilities

• Act as the first point of contact by greeting guests and coordinating telephone general inquiries.
• Coordinate meetings, room bookings, and proactively arrange catering to support branch functions.
• Keep up on office inventory and ordering office supplies, arrange for couriers/ mail, keep common areas clean and organized, manage equipment bookings and other office errands, help with security and office orientations, and building maintenance.
• Support accounting processes such as Visa reconciliation, bank deposits, AR tracking, invoice coding, expense tracking, petty cash management and reconciliation, managing memberships, and general office purchases.
• Draft documents with minimal instruction and using a variety of software, including Microsoft Office, to create engaging and accurate reports and presentations.
• Act as the main point of contact for travel-related requests.
• Additional office and administrative tasks as required.

Benefits

• Competitive Compensation and Benefits
• Extended health, dental, vision care coverage
• 3 weeks of paid vacation to start
• Paid statutory days off
• Professional growth & development supported through coaching, in-house learning, technical courses
• Flexible hours
• Flexible work environment
• Long-Term Matching Program that matches your contributions (up to 5%) to an RRSP or TFSA
• Top-up for parental leave for both biological and adoptive parents

What This Job Offers

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