Office Coordinator

KOSMOS GROUP LLC•Burnaby, BC

58d•Hybrid

About The Position

Kosmos Group is an engineering consulting firm, specializing in electrical power generation, transmission, substation, and distribution. We support public and private utilities, consultants, and contractors across the U.S. and Canada, providing end-to-end engineering solutions, including conceptual design, feasibility study, detailed design, construction drawing package, field inspection, project closeout documentation, and more. At Kosmos Group, we foster an open, collaborative, and supportive culture. We believe our employees reach their full potential when they feel valued and empowered through innovation, teamwork, and growth. We deliver reliable solutions for the future and are a positive influence in our communities. Kosmos Group is looking for an Office Coordinator to join our team in our Burnaby office. This position will report directly to the Vice President. The successful candidate will primarily assist with day-to-day office operations across different departments, such as Project, Finance, and Proposal, ensuring the smooth running of the office. The role involves working both one-to-one with our Vice President and on a broader basis with internal team members. This role is full-time in the office for the first three months, then transitions to a hybrid schedule of four days in the office and one day from home.

Requirements

Working knowledge of basic accounting principles, including invoicing, accounts receivable, and accounts payable processes,
Ability to build effective working relationships across the organization and work in a fast-paced/high-stress environment
Excellent communication skills, including verbal and written
Ability to take initiative and personal commitment to work on multiple projects and details concurrently, follow up, and bring tasks and projects to full completion
Ability to exercise discretion in handling confidential and sensitive information
Must possess a high level of professionalism, attention to detail, and integrity
Proficient in Microsoft Word, Excel, PowerPoint, and related programs
Familiar with social media platforms and professional networking platforms such as LinkedIn
Willing to learn and use new computer technologies and programs
Ability to push or lift to 25 lbs

Nice To Haves

Previous consulting, engineering, or regulated utility organization experience is preferred
Knowledge of collaborative tools such as Microsoft Teams, SharePoint, etc., is a plus
Knowledge or experience with Illustrator, Canva, Photoshop, CRM, and/or Salesforce is a plus

Responsibilities

Daily office routine, administrative works
Handle the process of purchasing office supplies and/or restocking office groceries
Bank deposits
Prepare and submit expenses for Managers and directors
Coordination of catering for internal and external meetings
Planning and execution of social events for team members
Liaison with property management in the office building
Issue and submit invoices for multiple projects while managing accounts receivable and accounts payable processes
Monitor Expenses, track budgets, and add change orders for multiple projects
Provide administrative support to project managers in Project setup, entering document, approvals and resources into Deltek Vantage Point (ERP)
Assist in preparing project reports and other project documents
Supports proposal development and submission (incl. gathering details, drafts, edits, reviews)
Supports marketing initiatives (incl. digital platforms, collaterals, and other branded materials and artwork)
Assist with the onboarding of new team members, update the IT inventory list
Liaise with Information Technology and Human Resources departments to assist with new hire employee set-up, including equipment, workstations, and program licenses, as well as aid in the troubleshooting and resolution of office equipment matters
Attend project meetings (e.g., scheduling reviews, financial reviews, progress meetings) and provide status updates and analysis
Generate regular reports (e.g., weekly/monthly reports) on project status, including schedule updates, cost performance, and other key performance indicators (KPIs)
All other duties as assigned