Office Administrator / Administrative Assistant

Are you an energetic and proactive professional looking to make a significant impact in the dynamic field of business administration? We are currently seeking a highly motivated and versatile Office Administrator to join a fast-paced, large-scale environmental services team located in Vancouver, BC. In this pivotal business administration role, you will truly be the face and heartbeat of a bustling office comprising over 100 dedicated professionals. As an Office Administrator, you will be expected to wear many hats, transitioning seamlessly from front desk reception to comprehensive office management, ensuring that daily operations run smoothly and efficiently. The modern workspace requires individuals who are adaptable, and in this position, your ability to multitask will be your greatest asset. If you are a self-starter with a bubbly personality, a team-oriented mindset, and a hunger to grow your career in business administration, this is an exceptional opportunity. You will have the unique chance to establish a long-term professional trajectory with an organization that deeply values team collaboration, continuous personal development, and clear upward mobility.

The ideal Office Administrator will serve as the central point of contact and an essential pillar of support for the entire facility. Your day-to-day business administration activities will encompass managing everything from standard office supplies, kitchen amenities, and facility requests, to assisting highly specialized technical staff with intricate cross-border documentation. Because this office handles operations that span across both Canada and the United States, you will frequently engage in cross-border administrative duties. You will navigate a demanding, dynamic environment with a positive, can-do attitude, ensuring that all foundational business administration functions are executed flawlessly. This position is purposefully structured as a temporary-to-permanent opportunity, which serves as an excellent way for both you and the employer to ensure a perfect, mutually beneficial fit over an initial six-month period. Following this evaluation period, there is a clear and defined path to permanent employment accompanied by exciting salary growth, comprehensive benefits, and long-term career milestone planning. Leadership understands that you will not be expected to know everything on day one; rather, you will receive robust on-site support, continuous mentorship, and dedicated training tailored to your unique skill level in business administration.

While this Office Administrator role primarily operates in English to support the local Vancouver team, we recognize the diverse nature of the modern corporate landscape. Therefore, bilingualism can be a notable advantage. Working in business administration often requires communicating with varied stakeholders, clients, and internal teams across different regions and provinces. As such, any bilingualism requirements or additional language proficiencies are highly valued, as they facilitate smoother interactions across cross-border teams and contribute significantly to our inclusive, multicultural corporate environment.

Randstad Professional: Find the right job, love what you do, and develop your career. With access to a wide range of roles with top employers, a global community of professional peers, and specialized training and support, we’ll be your guiding partner and help you build a rewarding career.

Advantages
• Competitive entry salary range of $58,000 to $60,000 with a clear pathway to permanent employment and a subsequent salary increase
• Regular Monday to Friday schedule of 37.5 hours per week, offering flexibility with start times (e.g., 8:00 AM to 4:30 PM or 8:30 AM to 5:00 PM)
• Dedicated on-site support, mentorship, and hands-on training tailored to your unique business administration career goals
• Access to a comprehensive total compensation package including benefits, vacation, and wellness initiatives upon permanent conversion
• Highly collaborative, equal opportunity environment focused on your long-term career growth, hitting professional milestones, and upward mobility
• The opportunity to bring your unique flair and diversity to a welcoming team that encourages fresh perspectives

Responsibilities
• Acting as the face and heartbeat of a busy office of over 100 employees to ensure a positive and welcoming environment
• Developing, refining, and implementing office procedures to maintain smooth daily business administration operations
• Procuring and managing office supplies, ordering kitchen groceries, and organizing ongoing office space maintenance
• Providing vital reception duties, including answering phones, accurately directing calls, and graciously guiding visitors
• Supporting cross-border work and assisting technical staff with various administrative, formatting, and documentation needs
• Assisting in proposal and report preparation, including final formatting, style guide compliance review, electronic compilation, and collation
• Coordinating internal and client meetings, booking meeting rooms, setting up audio/visual equipment, and taking precise meeting minutes
• Assisting in complex travel bookings and collaborating with the team to plan engaging company events
• Monitoring and maintaining office and workstation equipment and accessories to ensure uninterrupted productivity
• On-boarding and training new staff on office-specific and company-wide policies, procedures, and business administration best practices
• Executing general office upkeep, handling invoices, and tackling other ad-hoc administrative duties as required by the management team

Qualifications
Skills
• Exceptional interpersonal skills with a bubbly, positive, and highly resilient personality
• Ability to confidently handle demanding situations and effectively set boundaries with technical teams when necessary
• Highly motivated self-starter who takes initiative and proactively seeks out new tasks when the workload is light
• Strong team player mindset with absolutely no "that's not my job" attitude; a willingness to help wherever needed
• High proficiency in Microsoft Word, Excel, Teams, SharePoint, PowerPoint, Outlook, and Acrobat
• Excellent organizational and time management capabilities essential for successful business administration
• Familiarity with specialized software such as EQuIS and Deltek Vantagepoint is considered a strong asset
• Superb proofreading and keyboarding abilities to maintain high documentation standards

Requirements
• 1 to 3 years of hands-on experience in office administration, project administration, or a similar business administration capacity
• Based in or easily able to commute daily to the Vancouver, BC office, as this is a 100% on-site working environment
• Proven ability to handle multiple shifting priorities and cheerfully wear many hats in a fast-paced setting
• Prior experience with project cost controls, data management, and invoicing is highly desirable
• Previous experience working within the environmental services industry is considered a significant asset
• A sincere eagerness to learn, grow, and establish a long-lasting career within the organization

Summary
If this business administration role isn't the perfect fit, reach out! We’re your partner in building a rewarding career with flexible, equitable job opportunities.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.