Office Manager (Pitt Meadows - Hybrid)

WISI • Pitt Meadows, BC

1d • Hybrid

About The Position

We are seeking an organized, proactive, and detail-oriented Office Manager to support the day-to-day operations of our Pitt Meadows office. This role plays a central part in ensuring a smooth, professional, and well-functioning workplace environment. Responsibilities include overseeing office operations and facilities, coordinating meetings and company events, providing administrative support across departments, and supporting policies, procedures, and compliance activities. The Office Manager is responsible for creating and maintaining a positive, efficient, and well-organized office environment that enables employees to do their best work. This role serves as a key point of coordination across the organization, supporting operational effectiveness, enhancing employee experience, and ensuring administrative processes and workplace standards are consistently maintained.

Requirements

• Minimum of 5 years of experience in office administration and coordination roles
• Experience supporting multiple stakeholders in a fast-paced environment
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams)
• Strong organizational and time management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to prioritize and manage multiple tasks effectively
• Practical problem-solving and coordination abilities
• Ability to build trust and work effectively with a wide range of personalities and roles

Nice To Haves

• Experience with facilities coordination or vendor management is an asset
• Experience with HRIS systems (e.g., BambooHR) or similar tools is an asset
• Comfortable learning new systems and technologies
• Experience with ERP/CRM systems (e.g., NetSuite) is an asset

Responsibilities

• Oversee daily office operations to ensure a clean, organized, safe, and functional workspace
• Coordinate office maintenance and refurbishments, desk moves, and office layout changes
• Act as the first point of contact for office facilities and manage related matters, including liaison with building management, facility-related requests from employees, building access requirements, visitor procedures and sign-in protocols, and alarm system operation and maintenance.
• Coordinate vendors and monitor vendor contracts including cleaning services, pest control, waste management, and maintenance providers.
• Be included on the alarm monitoring emergency contact list and respond to alarm activations as required, including attending the office, if necessary, outside of regular business hours.
• Manage and purchase office supplies and equipment, snacks and drinks, and kitchen supplies, ensuring consistent availability.
• Take ownership of the overall office experience, ensuring a professional, welcoming, and well-functioning environment for employees and visitors.
• Monitor and track office and facilities expenses, review vendor costs and contracts, and support the preparation of budget proposals during annual budgeting.
• Participate in and support the Joint Health & Safety Committee (JOHSC).
• Ensure the JOHSC is properly maintained and functioning administratively (committee composition, documentation, scheduling).
• Assist with coordination of workplace inspections, documentation, and follow-up actions.
• Participate in the planning and delivery of the annual Health & Safety training presentation to ensure company-wide compliance.
• Support a safe and compliant workplace environment.
• Provide administrative support, as needed, across departments including assisting Marketing with tradeshow logistics and updates to product collateral and marketing materials.
• Coordinate meetings, logistics, and day‑to‑day office requests including company-wide meetings and events, leadership quarterly and annual meetings, and internal training sessions and workshops.
• Act as a central point of coordination for office-related support.
• Manage general office communications including facilities notices and office updates.
• Act as the primary point of contact for visitors, ensuring a welcoming and professional experience.
• Coordinate onboarding and offboarding logistics including workspace setup, equipment and materials provisioning, exit interviews, and equipment collection.
• Manage swag, welcome kits, and onboarding supplies.
• Plan and coordinate internal company events and team activities including quarterly social events and seasonal parties.
• Work with the Leadership Team to schedule, plan, and deliver the annual company All Hands event including meetings, catering, social events, and team-building activities.
• Administer the All-Hands feedback survey and consolidate insights for leadership review.
• Encourage departments to schedule quarterly team lunches.
• Maintain a positive, organized, fun, and engaging office environment.
• Support recruitment coordination including posting roles via HRIS, scheduling interviews, and coordinating candidate communication.
• Provide HR administrative support: Tracking and issuing reminders for scheduled HR processes (e.g., performance reviews, eNPS), Maintaining non-sensitive HR tracking and administrative records.
• Work with the CEO and VP, Finance and Operations to maintain and organize the policies in the employee handbook, benefits documents, and other resource documents for employees provided on the HRIS.
• Regularly review and assess all company policies and procedures with management to ensure they are complete, accurate, current, and accessible.
• Support version control and document consistency across all departments.
• Assist with compliance with ISO, regulatory, and customer contract requirements on policies and procedures and reporting requirements.
• Support internal teams with operational and administrative needs.
• Act as a reliable and responsive point of contact across the organization.
• Provide administrative and organizational assistance with ad hoc company projects and initiatives across all departments as required.
• Identify and implement improvements to office processes, vendor coordination, and administrative practices.

Benefits

• Comprehensive health, dental, and vision coverage
• Employee & Family Assistance Program (EFAP) to support you and your family
• Health & Wellness Spending Account, giving you flexibility to use benefits where you need them most
• RRSP matching program to help you plan for the future
• Enjoy your birthday off
• Paid volunteer hours

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed