Office Facilities Coordinator

JOIN US IN CHARTING A COURSE TO A MORE SUSTAINABLE FUTURE

Join an organization that plays a critical role in Canada’s economy. At the Vancouver Fraser Port Authority, we focus on doing the incredible work it takes to become the world’s most sustainable port.

The Vancouver Fraser Port Authority is responsible for the stewardship of the Port of Vancouver, Canada’s largest and most diversified port. Our mandate as a Canada Port Authority, as set out by the Canada Marine Act, is to enable Canada’s trade objectives, ensuring goods are moved safely and responsibly through the Port of Vancouver. That means providing infrastructure and ensuring the safe and efficient movement of marine traffic and cargo within the port. It also means we carry out reviews of proposed activities and developments on federal port lands and waters to determine whether a project can go ahead without impacts to the environment and community that cannot be mitigated.

We are committed to diversity, inclusion, and sustainability. We believe in creating a workplace that reflects the richness of our community and empowers all employees to reach their full potential.

As the Office Facilities Coordinator, you will be responsible for coordinating a wide range of office facility administration. This position maintains facility service task records, coordinates maintenance and repairs tasks by liaising with Canada Place Maintenance, VFPA Maintenance, and external property management, maintains accurate inventory and vendors lists, and prepares purchase orders following procurement guidelines. This position works closely with the Manager, Facilities & Administration to coordinate office space plans and seating assignments.

What you do:

• Work with the Manager on seating assignments via onboarding process and coordinating with other departments to implement assignments
• Create and maintain office hoteling and desk management, including hot desk and assignments, supporting space planning in a flexible furniture environment
• Coordinate arrangements for furniture removal/installations for construction projects, renovations and routine replacements.
• Utilize software system to maintain facility service task records. Maintain control and keep repair records for office furnishings, including work stations, offices, appliances and other related equipment.
• Coordinate maintenance and repairs tasks by liaising with Canada Place Maintenance, VFPA Maintenance, and external property management maintenance teams
• Maintain shared corporate fleet vehicle records. Coordinate corporate fleet vehicle servicing with leasing company to maintain warranties and other repairs as required. Assists with new vehicle inquiries, managing fuel cards, and monitoring electric vehicle charging station usage.
• Maintain records of complete, accurate and current inventories for on-site and off-site furniture storage facilities and seek opportunities to re-purpose or dispose of stored equipment inventory as appropriate.
• Prepare purchase order requests based on Manager’s approval, for furniture or vehicle purchase/lease, in accordance with the Delegation of Authority and other policies. Review and approve general office facilities related invoices in accordance with payment workflows and budgets.
• Implements and coordinates established facilities standards in all offices, such as sharps containers, toilet seat dispensers, or height adjustable desks
• Performs monthly office safety inspections as per occupational health and safety established checklists, submits inspections reports, and raises potential areas of non-compliance.
• Assigns facilities services and support tickets to Office Assistants. Provides guidance to Office Assistants on resolution of tickets as required. Assist with reception coverage as required.

What you bring:

• You have completed 1-year part-time studies related to facility administration, business, or another acceptable field with a minimum of 2 years’ related experience in office administration.
• You are a customer service-oriented individual with excellent interpersonal and communication skills.
• You are a team player with the ability to work effectively and positively with all contacts, internally and externally, and have the ability to work independently and on your own initiative to maintain accurate and timely work output is essential.
• You have excellent organizational skills and flexibility to perform multiple tasks is required.
• You are proficient in software applications such as MS Word, PowerPoint, Excel, and Outlook.

What we offer:

We offer a robust total rewards package including:

• Market-competitive base salaries and variable incentive plan
• Generous and inclusive benefits offering including retirement benefits plan
• Earned time off program
• Paid vacation and personal care leave
• Learning, development, and advancement opportunities
• Onsite gym with towel service in a national landmark in the heart of Vancouver’s waterfront
• Friendly, unique, and respectful workplace

Location: Vancouver, Canada

Job type: Bargaining Unit, Full-Time, Temporary, On-Site

Working environment: Normal office conditions. Moving, standing and lifting required. Occasional overtime work is a requirement of this position.

Marine Transportation Security Clearance:

The incumbent must obtain and maintain a valid Marine Transportation Security Clearance as this position is required to access restricted areas/information as defined by the Marine Transportation Security Regulations.

This is Canadian-based employment, and it is expected that all employees maintain legal entitlement to work in Canada. Applicants selected to move forward in the hiring process may be subject to background checks, including but not limited to criminal record, credit, and/or reference checks.

At the Vancouver Fraser Port Authority, we are dedicated to employment equity and a workplace reflective of the diversity of our port community. We welcome applications from all qualified candidates including women, persons with disabilities, Indigenous peoples, and members of visible minorities.

We recognize and acknowledge that we are located on the traditional territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Nations.