Office Coordinator - Vancouver, Canada - Dehoney Financial Group

Dehoney Financial Group

Verified Company

Vancouver, Canada

3 days ago

Posted by:

Sophia Lee

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Description

Career Opportunity - Office Coordinator (Administrator), Vancouver, BC

Dehoney Financial Group (DFG) is an established Vancouver-based full-service consulting firm offering group benefits and retirement consulting, third-party administration (TPA) services, corporate and personal life insurance as well as individual retirement and financial planning in BC and nationally.

As a client-centric team, we are passionate and enthusiastic about our work, understanding that change is constant, and a well-designed solution adapts to meet a client's needs.

Why DFG

You will enjoy competitive compensation and health benefit plan; matching Group RRSP; Employee Assistance Program; career growth/development and tuition reimbursement; above standard vacation; advancement opportunities; volunteer day to give back to your community; fun social events because we believe it makes our team stronger; convenient location (close to transit, restaurants, etc.); bike-commuter friendly (showers, bike lock-up, etc.), casual Fridays.

Join a team with positive dynamics where:

innovative/creative ideas are encouraged and welcomed; all employees are important contributors and can have an impact

- being thoughtful, supportive, respectful, and reliable is the norm
- teamwork, flexibility, and accountability are valued
- we celebrate diversity and inclusivity
- we support each other through change while learning and growing together

About You
You love an administrative role where you will coordinate various projects to ensure our office runs smoothly.

You also thrive on being the "hub" of our business, although you will handle reception duties (including answering calls that are not direct dialing), this is a small portion of your time (approximately 20%).

You are professional, service oriented and have a positive "can-do" attitude. You pride yourself on being organized, responsible and have attention to detail. You love collaborating with others and are also adept at working independently to meet deadlines.

We are an essential service, so this role works in our office daily.

About the Opportunity

Reporting to the Manager, Human Resources, the Office Coordinator contributes to DFG's success by acting as the first point of contact including greeting visitors and callers at the front desk, coordinating various office activities including facilities maintenance, assisting primarily the Human Resource and Finance teams.

Key Responsibilities include:

Reception:
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Mail: Open and distribute all incoming mail each morning.
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Front Desk: Greet visitors to the office. Provide guests with beverages and assist with any technical setup (Presentations), Order food as required for meetings and ensure processing of invoices.
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Couriers: Arrange courier requests, Keep waybills organized, and attach to invoices for accounts payable. Break down totals by department.

Coordination
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Ordering: Keep inventory and order office supplies as needed.
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Vendors: Act as the primary liaison to source and arrange various external vendors related to the office and premises such as recycling, lighting, pest control, all other general office maintenance/repairs.
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Meetings: maintain calendars for the boardroom and meeting rooms, Book off-site boardroom meetings. Order catering as needed.
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Staff Events: Coordinate/assist as needed with staff functions such as lunch and learns, townhalls, etc.

Administration

Assist Human Resources (screening resumes, booking interviews, new hire onboarding & other duties as required) and Finance team (such as bank runs, visa reconciliations) & other duties as required); as time permits provide general administrative support to the office.

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Health & Safety:Assist with various activities and projects (such as new hire health & safety onboarding, communicable disease/COVID procedures); ensure first aid kits are stocked. Joint Health & Safety Committee (JHSC)

JHSC member, completes office inspections, takes meeting minutes, actions office deficiencies. COVID/communicable disease policies and procedures stay current with changes, implement protocols and tracking to ensure they are followed.

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Manuals:Maintain position manual (all processes, procedures and contacts); maintain all facilities and office related files paper and online (appliance warranties/operations manuals, etc.