Office Coordinator 

Please send cover letter and resume to [email protected]  
This position will be posted until filled.

The Office Coordinator plays a pivotal role in representing the Technology Council through reception services and ensures smooth daily office administrative operations of the First Nations Technology Council.  Core functions of this dynamic role include reception services, general office administration, facilities management, support of financial administration, and support of human resource administration. The Office Coordinator reports directly to the Manager of Executive Services.  The role also works closely with other members of the Administration Division, including the Finance Clerk and any new Administrative positions added in the future. It is essential that the Office Coordinator be highly organized, professional, friendly in all forms of communication and able to handle the multiple competing demands with an attitude for problem solving and positivity that ensures the office runs harmoniously.   

Reception Services

The Office Coordinator is the front-line face of the organization in greeting people in person, by phone, or by email at the First Nations Technology Council. As such, it is vital that this role represents the brand of the organization as a key communications point of contact. The Office Coordinator greets all visitors in a friendly manner, manages all incoming/outgoing mail and packages, answers the phone, and monitors key Technology Council email accounts. The Office Coordinator maintains an appropriate bring forward system. As a central hub of activity, the Office Coordinator maintains organizational awareness of general staff activity/location, and creates and maintains the system for daily staff location. 

Office Administration

The Office Coordinator takes a proactive role in ensuring the Tech Council has the necessary records management and inventory/supply management systems to support the effective running of the organization. This position is also responsible for the central electronic filing system utilizing the Tech Council’s approved file architecture system. The Office Coordinator also makes recommendations for improvements to the Executive Leadership Team, including the creation of presentations and decision notes.  

Facilities Managment

The Office Coordinator takes the lead on facilities related activities, and is the main operational liaison on a daily basis with the sub-leasing organization. This includes briefing the Executive Leadership Team with issues as well as proposing solutions and recommendations. The Office Coordinator ensures that the required office supplies, office equipment, furniture, and other office fixtures that contribute to a safe, productive, and healthy work environment are available. 

Financial Administrative Support

The Office Coordinator works closely with the Finance Office to ensure the timely processing and reconciling of transactions and payments is made. The Office Coordinator is also responsible for the petty cash program. As such, great attention to detail and appropriate follow through are essential to this role. 

Human Resources Administrative Support

The Office Coordinator is also responsible for supporting human resources administration of the on boarding and off boarding processesemployee leave tracking system and the organization and booking of FNTC All Staff meetings and other All Staff events, demonstrating a positive influence on employee engagement.  

Other Projects

The Office Coordinator also participates in other projects as required 

About the First Nations Technology Council 

The First Nations Technology Council is an Indigenous-led organization that serves all 203 First Nations communities across British Columbia, working to ensure that Indigenous peoples have full and equitable access to the tools, training and support to maximize the opportunities presented by technology and innovation. The Technology Council sees the strengthening of local Indigenous economies and the empowering of Indigenous innovators as contributing to Indigenous self-determination and nationhood. 

About the Role

Primary Responsibilities:  

Reception Services

  • Greets all visitors and employees in a friendly and helpful manner that represents the brand of the Technology Council. 
  • Answers incoming calls. 
  • Responds to general emails. 
  • Maintains an appropriate communications bring forward system.  

 

Office Administration

  • Owns and manages hardcopy and electronic file management for the organization  
  • Maintains general office supply inventory, including ordering and organization. 
  • Ensures office equipment such as photocopier is stocked and maintained. 
  • Makes recommendations on new equipment or apps that would improve business processes and staff productivity. 
  • Maintains organization and scheduling procedure for shared meeting spaces. 
  • Manages incoming and outgoing mail/courier services  
  • Books business related travel for staff 
  • Data entry as required 

Facilities Management

  • Manages office facility and maintenance, liaising as needed with sub-lease holder. 
  • Maintains organization and scheduling procedure for shared meeting spaces, including satellite offices. 
  • Maintains records for all leases/contracts and provides copies to Finance Office 
  • Ensures office environment is maintained to a professional and clean standard 
  • Acts as organization Occupational Health & Safety Committee representative 

Financial Administration

  • Receives and prepares invoices for processing by Finance Office. 
  • Supports Finance Office with credit card reconciliation 
  • Oversees Petty Cash program  
  • Mails cheques and other documentation. 
  • Produces cheques on site if required. 

Human Resource Administration

  • Assists with the on-boarding and off-boarding of all new Technology Council staff. 
  • Collects forms, and arranges for keys, swipes, computers, and cell phones etc. 
  • Supports with administration of employee leave database 
  • Supports with All Staff meetings and events 
  • Supports with Employee Engagement programs 

Other administrative and project duties

  • Assists with the production of printed materials for meetings and events. 
  • Monitors operational procedures, makes recommendations for improvements, and develops and implements new procedures as appropriate. 
  • Makes recommendations to Executive on supporting workplace productivity and employee engagement 
  • Plays a team member role on various Tech Council projects and events 

Skills/Abilities:

  • Demonstrates leadership aligned with Technology Council brand and core values. 
  • Takes initiative and follows through. 
  • Exceptional interpersonal skills and reception skills, responding in a friendly and professional manner. 
  • Strong written and oral communication skills. 
  • Strong time management skills with the ability to manage and prioritize multiple priorities. 
  • Understanding of First Nations structures, communities, and organizations, and ability to communicate in a culturally competent and respectful manner.  
  • Outstanding organizational ability. 

Requirements

  • 3 to 5 years administrative office experience with increasing responsibilities. 
  • Proficiency with Microsoft Office suite. 
  • Ability to type 60 wpm. 

Supervision

This position reports directly to the Manager, Executive Services 

Location

This position is located at the First Nations Technology Council headquarters in North Vancouver, B.C.

Term

This position is a permanent fulltime position. 

We are an Indigenous organization whose mandate is to promote opportunities for Indigenous people. We encourage applications from qualified First Nations, Inuit and Métis people. We also welcome other candidates who possess a high level of cultural competence and understanding of indigenous experience, communities, and issues. Only those candidates selected for an interview will be contacted.