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Office Coordinator

Work hard & live well with growth & variety

The Company

On Point Project Engineers is a leading consulting engineering firm in Greater Victoria. We are civil engineers specializing in municipal, transportation and land use engineering. Our team is hard working, passionate about our work and committed to our projects and clients. If you are one of the best and want to work with the best, we want you on our team. Join us and work on projects that challenge and excite you with a team that will inspire you.

The Position

We are seeking one Office Coordinator for permanent, full-time employment. The Office Coordinator’s role is responsible for effectively managing the flow of the office. This position can be very fast-paced and high-demand. The ideal candidate will be reliable, hard-working, efficient, productive, and adaptable with detail-oriented precision.

Salary: $50,000–$65,000 annually

Responsibilities (not limited to):

  • Greet office visitors with cheerful disposition, respond and transfer incoming calls, and monitor scheduling of events and meetings in shared spaces.
  • Be first point of contact for staff inquiries and requests for assistance.
  • Process and manage all time-off request forms using Excel spreadsheets, with advanced formulas and pivot tables.
  • Audit and resolve time-off tracking spreadsheet to staff timesheet records.
  • Utilize MS Excel in various spreadsheets to capture and record important data.
  • Manage communications, announcements and other relevant office information or reminders using MS Office Suite.
  • Prepare job postings, update website information, and other reports, as needed.
  • Assist with onboarding of new staff members, including workstation set up.
  • Process and code vendor invoices and receipts.
  • Manage incoming and outgoing mail/courier packages, oversee office/lunchroom tidiness and general sanitization of touch surfaces.
  • Keep all office supplies stocked and ensure office equipment remains operational.
  • Plan and organize company lunches and social events.
  • Run errands and deliver documents to external locations, as needed.
  • Scan, print, photocopy documents/drawings and prepare reports as needed.
  • Maintain files and records with structured filing management system.
  • Assist in fleet management to arrange general maintenance and servicing.
  • Assist with various inspections (fleet, office, fire extinguishers, and first aid kits).
  • Assist office manager with day-to-day operational tasks and provide backup to other administration team members.

Requirements & Qualifications

  • Minimum 3 years previous related administrative background.
  • Strong working knowledge of MS Office Suite.
  • Strong communication skills both written and verbal. Skilled in writing grammatically correct correspondence with correct punctuation and spelling.
  • Must be dependable, prompt and able to take on responsibilities with commitment.
  • Must be able to work independently and as part of a team.
  • Strong organizational skills, including the ability to multitask and shift gears throughout the workday.
  • Must be resourceful with ability to research and source solutions.
  • Knowledge of civil engineering or previous work experience in an engineering office is preferred, but not required.
  • Ability to maintain high-level of confidentiality in all aspects of the business.
  • Hold a valid BC driver’s license and own vehicle.


How to Apply

Submit your resume and cover letter to to the attention of Katie Frank and include “Office Coordinator” in the subject line.

This posting will be active until the position is filled.

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