Office Administrator

BC Region 2
380 -  Ave
Surrey, BC , CAN

The Office Administrator, Operations provides administrative support to the Operations department. This position serves as part of the Front Desk Administration team and is one of the initial points of contact for citizens, visitors, staff, and board members. With excellent customer service skills, the Office Administrator, Operations provides a warm welcome and a positive first impression. Following clear procedures, the Office Administrator, Operations coordinates the exchange of information throughout MNBC through various forms of communication including phone, email, and internal messaging.

Operating under direct supervision, they ensure the office runs smoothly by maintaining office security, and upholding policy and procedures while being committed to our Métis cultural values. They participate in the coordination of processes and systems and perform administrative and technical work to ensure the day-to-day success of the Operations Department. This position plays a crucial role in ensuring a high level of customer service and operational efficiency.

• Welcomes and assists visitors, answers and redirects phone inquiries, takes messages when needed, and responds to routine questions about MNBC’s programs and services. Provides clear and accurate information based on established guidelines, demonstrating deep knowledge and a commitment to exceptional service to both callers and visitors, redirecting complex questions to appropriate personnel.
• Provides an elevated level of professional and friendly interaction working with all Métis Nation British Columbia (MNBC) Ministries and Departments.
• Maintains a tidy, organized, and inviting reception area to reflect the professionalism of MNBC and contributes to a positive first impression.

• Keeps a comprehensive call log, accurately documenting all calls, messages, and related information. Ensure timely and accurate follow-up and record-keeping.
• Coordinates and processes outgoing mail, courier shipments, and deliveries, ensuring timely and accurate processing of all items.

• Maintains office security by following established protocols, monitoring access to the premises, providing visitor passes, maintaining access logs, and ensuring that only authorized individuals enter the office, alerting appropriate staff of emergency situations.

• Performs general administrative tasks, such as filing, photocopying, scanning, and organizing documents.
• Assists in the development and preparation of technical documents and presentations as needed.
• Participates in the onboarding of new employees to MNBC providing assistance as required. Foster a welcoming and supportive environment for new hires
• Ensures that all office opening and closing procedures are conducted day to day in accordance with standard operating procedures.
• Creates, distributes, and maintains calendars, signage and other forms of written communication requested by Operations management, and ensures all information is accurate and up to date.
• Provides administrative assistance in monitoring and tracking departmental budgets, ensuring expenses align with allocated funds, and provide regular updates.
• Assembles binders, manuals, and other resource materials for meetings and projects.
• Takes initiative to prepare and organize materials required to support department operations and projects.

• Monitors office supply levels and place monthly orders to maintain necessary inventory.
• Maintains inventory logs, reports stock levels, and assists with replenishment orders as needed.
• Oversees the procurement of the Corporate Coffee Program.

• Acts as the primary point of contact between regional offices and Facility Services for regional facilities related matters.
• Coordinates wit the Facilities team to schedule and follow up on repairs, maintenance and servicing of office equipment.
• Responds to staff requests, related to workspace needs or equipment issues in a timely and proactive manner.