Office Reception & Administrative Specialist

Top 50 Best Workplaces™ 2024

Office Reception & Administrative Specialist

Reports to: Director, People & Culture

Location: Vancouver, BC (on-site)

Annual Salary: $55,000 to $60,000 depending on experience

We are looking for an enthusiastic, organized, and adaptable self-starter to fill the challenging role of an Office Reception & Administrative Specialist for our Downtown Vancouver Support Office. Tasked with providing administrative support and coordination to various departments and Senior Leadership Teams, this position will also be responsible for managing the full office administration and creating a great first impression for clients and customers when overseeing the reception area.

Responsibilities includes:

• Organize and control administrative services for departments, office environment, and senior leadership team
• Ensure seamless operations of the office through effective and efficient administrative activities
• Develop and implement internal administrative policies and procedures
• Facilitate communication from department managers, business unit leaders, and project managers
• Plan all project timelines, milestones, deliverables, and micro deliverables using the appropriate software tools and/or methods
• Assist departments with special projects as required
• Coordinate and prepare Regional and National Events (including conferences, forums, bread shows, scheduled meetings, and miscellaneous functions)
• Prepare travel schedules, book travel arrangements, and make reservations
• Take minutes for any key meetings
• Organize staff meetings, lunches, and other in-office meetings and events
• Perform other clerical duties as required such as filing documents, correspondences in CRM, photocopying, replenishment of office supplies
• Point of contact for external contractors for the regional office (e.g., maintenance contractors, cleaners, service technicians, etc.,)
• Oversee the cleanliness of the office kitchen while managing the office lunch program and ordering office supplies
• Other duties as assigned

Requirements

What You Bring to the Table:

• Post secondary diploma in Business Administration or equivalent is preferred
• 3+ years of experience in an administration or office coordinator role or combination of both
• Bright, friendly and energetic nature with strong customer service skills

• Intermediate computer skills, particularly in MS Outlook, Excel and Word, Sharepoint, knowledge of MS App and Microsoft Planner an asset
• Well established time management skills and ability to prioritize workload
• An ability to prepare and interpret flowcharts, schedules and step-by-step action plans
• Strong teamwork skills, experience working with cross-functional teams

• Pro-active work approach demonstrating high level of initiative.

• Resourceful and flexible and willingness to take on additional tasks as required and to learn new skills
• Excellent communication skills with individuals at all levels of the organization
• Excellent interpersonal, verbal and written communication skills

• Detail oriented, strong organizational skills, and ability to multi-task while meeting tight deadlines

• Experience in basic data processing skills including handling petty cash, credit cards and expenses

• Experience in meeting / event coordination is preferred

Benefits

What’s in it for You:

• Not only do we have fresh COBS Bread product delivered daily to our Vancouver Support Office, we offer some pretty sweet perks too!
• Competitive salary, company bonus and vacation plan
• A great Extended Health & Dental Benefit, Group RRSP Matching, and Health Spending Account
• Paid sick, mental health and personal leave days
• Paid day for community service or volunteer opportunity
• Subsidized wellness program and an on-site gym facility
• An open, ‘continuous-learning’ environment where professional development and career progression is encouraged
• Work within a dynamic, driven, high-achieving, close-knit and fun-loving team
• High level of autonomy and responsibility
• Complimentary self-serve kitchen of fresh produce, deli meats and of course, COBS Bread and treats!

We thank all applicants for their interest in COBS Bread but would like to advise that only applicants shortlisted for interview will be contacted.

We are an equal opportunity employer and value diversity at our company.

About COBS Bread
With over 160 locations, COBS Bread serves fresh and delightful baked goods to communities across Canada. Any unsold items are donated daily to various local charities and food banks. The company’s success can be attributed to the quality of our product, the development of our people and our warm and friendly customer service.
COBS Bread is part of Bakers Delight – Established in 1980 operating as Bakers Delight in Australia and New Zealand, and since 2003 as COBS Bread in Canada and the USA. Together we have grown to more than 700 bakeries across Australia, New Zealand, Canada and the USA. The entire network employs over 15,000 people, serving more than 2.1 million customers each week.

Accessibility

Accommodation is available upon request for applicants and employees with disabilities. If you are contacted for a job opportunity, please advise us of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially.