Administration & Facilities Manager

The Company  Headquartered in Vancouver BC, with smaller international operations across Canada and the US, BQE Water Inc. offers industry leading expertise and unique technological solutions for treating wastewater from mining and metallurgical operations that enable environmentally responsible and socially acceptable extraction of natural resources globally.
The Opportunity  BQE is seeking a dynamic, people-first Admin and Facilities Manager to be the operational backbone and the social hub of our corporate head office. In this role you will to ensure the smooth day-to-day operations of the corporate head office and serve as the primary point of contact at reception, alongside streamlining administrative processes, records and documentation. This role is about more than admin – it’s about taking initiative with energy, creating a welcoming, organised, and efficient workplace that fosters collaboration, and being the go-to person for all office-related queries.

The ideal candidate is both an operational expert and a cultural catalyst who is proactive, detail-oriented, organised, and skilled at helping people feel supported and connected thrives in a fast-paced environment.
Duties include, but are not limited to:
Reception   Serve as primary contact at reception, welcoming staff and visitors
Answer and direct incoming phone calls
Mange incoming and outgoing mail, courier deliveries, and packages
Oversee office access, key fob distribution, and maintain office security procedures
Office Operations   Oversee daily office operations, procedures, and administrative systems
Coordinate space planning, workstation setup, and facilitate desk rearrangement
Point of contact for office equipment, boardroom technology, and office supplies needed on a day-to-day basis
Coordinate office maintenance, repairs, renovations, facility-related issues with vendors and landlords, including reporting maintenance issues via online platform and liaising with trades
Management inventory and restocking office supplies, kitchen inventory, and IT peripherals for hotel desks
Maintain a clean, organized and safe office environment through coordination with external cleaners and conduct regular office walkarounds and inspections
Oversee office logistics including equipment, supplies, storage, and filing systems, coordinating maintenance and upgrades as needed
Organize internal and external meetings, including boardroom bookings, parking, access, recordings, meals/refreshments, circulating information and invitations
Manage office telephone system, cell phones and monitor cell phone packages
Monitor office spends and administrative budgets
Streamline administrative processes, implement best practices and provide support that maximizes efficiency and productivity
Office Administration   Book flights, car rentals and accommodation for company executives; manage travel agencies and authorizations regarding travel
Maintain office filing systems and tracking systems e.g. access fob/parkade assignments, local accommodation bookings, cleaning schedules
Perform clerical duties such as filing, scanning, photocopying, and data entry
Maintain and update the CEO’s schedule; monitor and add bookings made by the company’s travel agent to their calendar for company visibility re: availability
Administrative support to Finance as needed, such as reconciliation of corporate credit cards and credit applications for vendor purchases.
Culture & Engagement   Facilitate new employee office orientations to ensure a seamless onboarding experience
Organize office events e.g. socials, festive dinners, luncheons for clients
Actively participate in at least one internal committee (e.g. Environmental Health & Safety Committee, Social Committee, etc.)
Contribute to a positive, inclusive, and safe workplace experience
IT   Coordinate with IT department to setup and troubleshoot computers/software for new hires
Monitor IT ticket supports, flag priorities, and follow up with IT department
Liaise with IT department on all matters related to phones, computers, and server, to help resolve any IT issues experienced by staff
Requirements   3+ years of experience in office administration,…