Office Manager, Vancouver

Closing Date: February 18, 2025

Are you a dynamic, energetic go-getter who thrives in a highly productive environment? We are currently seeking an exceptional Office Manager who possesses outstanding communication and organizational skills to join our vibrant team. In this role, you'll play an integral part in ensuring the smooth operations of our Vancouver office, while also being our superhero, ready to spring into action during non-business hour emergencies in the event a maintenance or facilities challenge may arise. If you're eager to showcase your multitasking prowess and keen problem-solving abilities in a fun and rewarding setting, we can't wait to meet you!

POSITION DESCRIPTION

The Office Manager is the backbone of the office and is the link to other BCI offices. The Office Manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently, the Office Manager is well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people. Based on the job duties, the Office Manager is not eligible to work from home on a regular basis and is expected to be in-office 5 days per week.

WHAT YOU BRING

• 5+ years progressively responsible experience in office and facilities management in a corporate environment

• Comprehensive knowledge of and experience with office practices and procedures

• Strong organizational, analytical, and problem-solving skills with high attention to detail to solve administrative challenges as they arise

• Ability to multi-task, demonstrate flexibility when faced with changing priorities, and meet deadlines

• Ability to apply sound judgment to resolve sensitive issues

• Excellent verbal and written communication skills

• A professional and discreet manner, using tact, discretion, and diplomacy always

• Excellent interpersonal skills with an ability to collaborate and promote good relationships with external contacts and BCI staff

• Proficiency in Microsoft Office, Adobe Acrobat, and other common office software applications

WHAT YOU WILL DODaily Operations

• Acts as the first point of contact for employees, clients, contractors, and vendors, including front desk reception, delivering an excellent experience to employees and visitors

• Manages the building access requests for guests, vendors, trades, and new hires including the distribution of access cards

• Orders stationery, printer, and other office supplies

• Coordinates department and office events including boardroom services: meeting set up and take down, re-stocking supplies and ordering catering

• Champions involvement in corporate events by encouraging employee participation to enhance office culture and engagement

• Provides general clerical services including printing, formatting, scanning, mail/courier services, records management, and ad hoc requests

Workplace Services

• Responsible for office logistics including, but not limited to, office maintenance, service requests and vendor management

• Liaises with landlord for building events, deficiencies in office, and other landlord/tenant requests

• Acts as the main point of contact with building management on occupancy matters - office space (HVAC, light fixtures, water supply, janitorial services, etc.) and maintenance service requests for office equipment (copy machine, printers, coffee machines, etc.)

• Engages and oversees local vendors for deliveries and office servicing functions: shredding, couriers, catering, etc.

• Partners with different departments (Human Resources, Technology, Communications) at the headquarters office on a variety of processes:

• Coordinates the onboarding/offboarding of staff and contractors

• Maintains office equipment and asset inventories

• Ensures compliance with purchasing procedures and corporate directives as it relates to sourcing, handling of assets and credit card/payment reconciliation

• Ensures asset inventory tracking process is complete and accurate, and that assets involved in a transaction are appropriately dealt with

• Champions and adheres to corporate directives and maintains office procedures (specifically emergency and evacuation procedures, business continuity, and internal office specifications procedures)

• Acts as the first aid attendant for the office

• Participates as a member of the OHS committee monitors, responds to, and makes recommendations for Airborne Infectious Disease

• Coordinates yearly drills (fire) and safety checks

• Manages security and building access

• Manages the office budget in alignment with department budget

• Manages the seating arrangements for the office

• Manages the safety program for the office (hosting safety events, ensuring staff are aware of safety procedures, conducting annual fire drill, and updating protocols as required)

WHERE YOU WILL WORK

Work from our downtown Vancouver office.

SALARY RANGE

BCI offers a competitive total rewards package which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined benefit pension plan and paid time off.

The annualized base salary range for this Vancouver based role is CAD $78,000 to $88,000.

The base salary offered to the successful candidate will consider a wide array of factors including but not limited to the individual’s skill set, level of experience applicable to the role they are being offered and consideration to internal equity.

We pay our people competitively in the markets in which we compete for talent and with consideration to internal equity and job structure. We aim for actual pay to be around the median of the market for target or expected levels of performance, and around the upper quartile of the market for excellent performance.

Actual salaries may vary and may be above or below the range based on various factors, including, but not limited to, experience and expertise.

WHY APPLY TO JOIN BCI

With our values as our anchor, it’s our people that help shape employee-focused initiatives and who create the environment we work in each day – all of which further strengthens our culture. BCI has been recognized as one of Canada’s Top 100 Employers – for the sixth consecutive year - and has built programs and benefits to support all our employees, including; 

• Extended health and dental coverage, start on your first day of work. We have you covered!

• Our telehealth provider Dialogue connects you and your family to virtual healthcare appointments

• Eligibility to the defined benefit BC Public Service Pension Plan providing you with a secure retirement income

• Time off includes: 20 days vacation, 6 paid sick days, 6 paid personal days, and 2 paid days for volunteering – to support physical, mental, and community health

• Annual wellness allowance provided to support an active lifestyle and promote physical well-being while working from home

• On-going learning through our in-house mentoring program, professional dues support, tuition reimbursement, and online and in-house learning

• Relocation support is available if a move to one of BCI’s locations is required

• Invested in your learning: BCI investment professionals lead a monthly Investment Club to share industry knowledge with employees who work in other departments

TO APPLY

Apply online with a copy of your resume. We encourage timely submissions of applications as candidates will be actively reviewed and the interview process may advance earlier. 

Referrals: If you are currently connected with a BCI employee and plan to list them as a referee, please ensure you reach out to them first to get their consent to do so. All referrals will be verified internally. 

We welcome applications from all qualified candidates who are interested in applying for this role. You will need to be legally authorized to work in the country where this job is located. If you currently do not have authorization, or if your work permit has restrictions, or is due to expire in 12 months or less, please ensure to flag this to our recruitment team if your application is shortlisted. 

At BCI, we value diversity and believe in fostering an inclusive culture where all employees can be successful.

We are performance-focused, client-focused, and value integrity; if you share these values, we want to know you.

We recognize that some skills can be learned on the job and encourage all to apply.

If you require an accommodation for the recruitment process (including alternate formats of materials, accessible meeting rooms or other accommodations), contact us at [email protected].

We would like to hear from you!