Office Coordinator in Victoria, British Columbia at AME Consulting Group Ltd

Position Details

We are looking for an Office Coordinator to join our Vancouver office. In this role, you will provide front-desk, administrative, and workplace support services to ensure the Vancouver office operates efficiently and maintains a professional, organized, and welcoming environment for team members, clients, and visitors. The role coordinates routine office administration, workplace resources, and office services, working independently within established processes and in close collaboration with the Vancouver Office Manager.

The AME Consulting Group is an employee-owned organization that provides our employees with opportunities to build their legacy with exciting career possibilities and growth. We specialize in sustainable and environmentally responsible design, with projects across a diverse range of sectors. With a resolve for a better tomorrow, we have cultivated an environment where learning and mentoring thrives. We are looking for someone who is motivated, talented, and a committed team member to join us.

Key Responsibilities

Front Desk & Office Administration

• Serve as the primary contact for reception and general office inquiries, welcoming visitors and directing them to the appropriate team members.
• Answer and direct phone calls, coordinate courier services, and manage incoming and outgoing mail.
• Coordinate meeting room bookings, room setup, and meeting support requirements.
• Maintain office records, contact lists, reception procedures, and relevant team member information, handling personal information with discretion.
• Provide document preparation, data entry, filing, and other administrative support related to Vancouver office operations.
• Support Vancouver onboarding and offboarding activities in coordination with People & Culture and IT, including access cards, workstation readiness, office orientation, and equipment return coordination.

Office Operations

• Maintain a tidy, organized, and professional office environment, including reception, meeting rooms, kitchens, and shared spaces.
• Maintain office and kitchen supplies, monitor inventory levels, and coordinate replenishment as required.
• Coordinate routine interactions with office vendors and service providers, submit building and maintenance requests through property management systems, and follow up on outstanding issues.
• Liaise with IT regarding office equipment, meeting room technology, and workplace support requirements.
• Collaborate with the Office Manager to support office operations and workplace needs.

Health and Safety

• Serve as the Vancouver office contact for Health & Safety activities, coordinate assigned actions, and report workplace hazards or concerns through the appropriate channels.
• Act as the designated Fire Warden, completing required training and supporting emergency preparedness, evacuation drills, and the safe evacuation of team members and visitors.
• Maintain emergency supplies, information, and workplace postings as required.

Office Events and Team Member Experience

• Assist with planning and delivering Vancouver office events, including anniversary celebrations, winter and summer parties, and other team engagement activities.
• Coordinate event logistics, vendor communications, invitations, registrations, catering, and on-site support.
• Coordinate Lunch & Learn sessions and other internal meetings and events for the Vancouver office.
• Support local recognition activities, including welcome and birthday initiatives.

Key Skills

• Strong organizational, problem-solving, and attention-to-detail skills.
• Excellent written and verbal communication skills.
• Strong customer service skills and a commitment to providing a positive experience for team members, clients, and visitors.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing demands.
• Ability to work independently within established processes while collaborating effectively with others.
• Demonstrated discretion, professionalism, and ability to maintain confidentiality.
• Ability to identify issues, exercise sound judgment, and escalate non-routine matters appropriately.
• Strong follow-through and commitment to completing assigned tasks.