Front Office Coordinator

Front Office Coordinator-(AUS0009RZ)

Ausenco is a fast-growing company with big ideas. We redefine what’s possible in some of the world’s most complex projects and toughest environments.

Delivering innovative, value-add consulting, project delivery, asset operations and maintenance solutions is what we do.

From 26 offices in 15 countries, with projects in over 80 locations worldwide, we create sustainable outcomes for our people, clients and communities.

Our team in Canada is growing, we are currently recruiting for a Front Office Coordinator to work on-site in our Vancouver office.

Responsibilities :

• Front Desk Reception :
• Phone coverage when General Reception is unavailable.
• Visitor management, including receiving clients, vendors, deliveries, and other visitors, maintaining reception area to first impression standards as per the Pender Office Manual.
• Security : Maintain building access records and coordinate fob distribution and collection.
• Monitor and direct reception emails in the absence of General Reception.
• Collaborate with other receptionists to manage best practices.
• Provide facilities / reception coverage for other offices as needed.
• Record attendance daily.
• Update desk-booking tool as needed.
• Office Maintenance and Appearance :
• Daily walk-throughs and checklists per the Pender Office Manual.
• Maintain boardrooms daily, ensuring they are ready for use.
• Keep relevant signage updated, following Signage Standards in the North American Facilities Manual.
• Manage vendor relationships, including coffee suppliers, ordering, and servicing coffee machines and water coolers.
• Process vendor invoices for the Pender Office.
• Issue PPE as required, monitor supply levels, and update the PPE Coordinator.
• Administrative Tasks :
• Prepare weekly reports.
• Procure office supplies.
• Update Office Manual monthly.
• Coordinate courier deliveries and pick-ups.
• Communicate with building management for maintenance, parking, cleaning, and oversee janitorial / maintenance ticket completion.
• Coordinate parking assignments when needed.
• Handle daily mail, including tracking and purchasing stamps.
• Supply Chain and Procurement Management :
• Receive and create purchase orders (POs) in Oracle.
• Refill printers and manage office supplies as needed.
• Health and Safety Management :
• Coordinate monthly Health and Safety walkthroughs and submit checklists promptly.
• Conduct daily safety checks and implement necessary changes.
• Manage PPE distribution and returns.
• Event Support :
• Provide assistance for catering and meetings, including setup, boardroom bookings, catering coordination, and receiving attendees or presenters.
• Organize Lunch & Learn sessions.
• Onboarding and Offboarding :
• Coordinate onboarding and offboarding for staff.
• Assemble welcome bags for new employees.
• Prepare desks in collaboration with IT and HR.
• Receive equipment and send Facilities orientation materials to new hires

About You

• 1 - 2+ years' experience in an administrative role
• Strong MS Office Suite skills
• Coordination experience an asset
• Proven track record of working in a high paced environment
• Ability to wear many different hats at any given time
• Excellent Organizational skills
• Ability to be on-site 100% of the time

Why Ausenco? We Support Individual Growth And Aim To Allow You To Work In a Way That Plays To Your Strengths. Beyond a Competitive Remuneration Package We OfferCareer advancement - Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities

Work Life Balance Experience the best of both worlds with our hybrid work model, allowing you to balance office days with working from home;

and progressive parental leave benefits to foster family needs and professional life

Holistic approach to wellness Take a proactive approach to your overall wellbeing. Access to confidential counselling, information services and a benefits program that supports your health & wellness

Accessible leadership team Work with highly reputable industry leaders who value your contribution.Our people don’t settle for the status quo.

If you have an entrepreneurial spirit and want to help set a new standard in sustainability, we’ll help you find your place.

This means working with you to develop a unique career path and skillset to match your ambition.We’re proud of the work we do, and we do it within a culture that is open, honest, and cooperative.

We have a history of attracting visionary people who embrace challenges and deliver creative solutions for every project, and your voice is an important part of the conversation.

As a global company we embrace and encourage diversity in its fullest sense gender identity, gender expression, sexual orientation, age, experience, nationality, colour, language, religion, location, disability, education, skills, working styles and time availability.

Our work environments are based on mutual trust and respect for the rights and opportunities of every individual.Salary range : $50K Expected Salary : Variation in salary is determined by factors such as qualifications, relevant years of experience, and prevailing market conditions for the specific role.

Join us and work a better way.

Primary Location

CA-BC-Vancouver

Job Posting

Nov 14, 2024