Vancouver
Office Coordinator
PHS Community Services Society is hiring an Office Coordinator to oversee our Vancouver headquarters.
Reporting to human resources, this role acts as the initial point of contact for employees, community members and stakeholders of PHS Community Services Society. The Office Coordinator is responsible for ensuring the smooth and efficient operation of the office by managing administrative tasks, coordinating office activities and supporting staff.
This role involves overseeing office supplies, handling communication and correspondence, scheduling meetings and assisting with HR functions and employee services.
The Office Coordinator will work closely with management and other departments to maintain an organized and productive work environment, ensuring that day-to-day operations run seamlessly. This position handles sensitive documents and will have access to highly confidential information; strict confidentiality is required at all times.
Why work here?
PHS is recognized as North American leaders in low-barrier housing and harm reduction services. We are innovators, highly regarded across the sector, looking for people to join experienced, supportive multi-disciplinary teams.
You will be a valued member of the team, working with colleagues who respect your input.
This position is based at our HQ in Vancouver’s Downtown Eastside, in easy walking distance of Downtown, Chinatown, Gastown and the Seawall. There are good transit links – we’re a couple of blocks from the Stadium-Chinatown SkyTrain station.
You will receive extended healthcare, a pension, and access to our family assistance program.
Responsibilities
Job duties include (but are not limited to):
- Serves as the first point of contact for visitors and guests, greeting them professionally and directing them to the appropriate personnel.
- Oversees the day-to-day operations of PHS headquarters, ensuring the office environment runs smoothly, including inventory and supplies management, facility maintenance coordination and vendor management, and arranging for repairs when needed.
- Assists with managing the calendars and schedules for HR and operations team members, arranging meetings, preparing agendas, taking meeting minutes, and ensuring follow-up on action items.
- Acts as a central point of communication between departments, ensuring information is shared efficiently and that any issues are escalated when necessary.
- Handles incoming and outgoing correspondence, including phone calls, emails and mail.
- Schedules and coordinates boardroom meeting and appointment bookings.
- Assists with the onboarding of new hires, such as setting up workspaces, and coordinating orientation schedules. Similarly, helps with offboarding processes.
- Assists with other HR and operations related administrative tasks as assigned.
- Maintains organized and accessible filing systems (digital and physical) for HR and operations, ensuring documents are up-to-date and confidential information is securely stored.
- Takes on ad-hoc projects like organizing office reorganizations, optimizing office workflows, or gathering feedback on administrative processes for improvement.
- Ensures compliance with organization policies and procedures.
Education and experience
- High school diploma or equivalent
- Two or more years of experience in office administration or a related role.
- Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and basic office software.
- Strong attention to detail and problem-solving abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Professional demeanor with a customer-service oriented attitude.
- Strong interpersonal skills with the ability to work effectively across teams.
- Knowledge of office equipment (copiers, fax machines, phones) and basic IT troubleshooting.
Terms of employment
Job Type: Permanent, full-time. Excluded.
Salary: $59,552 per year.
Benefits: Extended healthcare, dental, vision care, municipal pension plan.
Schedule: Monday-Friday, 9am – 5pm in our Vancouver HQ office.
Successful applicants will be required to complete a criminal records check.
PHS strives to create an inclusive and welcoming workplace that reflects the community we serve. We seek a diversity of skills, knowledge, backgrounds, and professional and lived experience in our staff. We particularly encourage applications from Indigenous individuals.
How to apply
Send your resume to jobs@phs.ca today! Please include a cover letter identifying the position title you are applying for, and the qualities and competencies that would make you a suitable candidate.