BMT

Maritime engineering consultancy designing ships

Office Coordinator

Facilities ManagementUpdated on Nov 13

Part-timeCA$45k - CA$47k /yr

About the Job

Requirements

A minimum of 5 years of experience in facilities management, office administration, or a related role.
Demonstrated experience coordinating contractors, vendors, and external service providers.
Experience processing invoices and controlling operational costs.
Strong knowledge of facilities management principles and contractor coordination.
Familiarity with Occupational Health and Safety legislation and workplace safety best practices.
Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
Ability to obtain and maintain required security clearance.
Ability to occasionally lift and move office supplies and equipment weighing up to 25 pounds.

Responsibilities

Coordinate office and light industrial facilities, including external contractors, vendors, and landlord services, to maintain facilities to corporate standards.
Oversee facilities maintenance activities, including HVAC, electrical, plumbing, janitorial services, landscaping, snow removal, waste management, and other building-related services.
Serve as the primary liaison with landlords, service providers, and contractors to ensure planned and unplanned maintenance activities are completed efficiently and effectively.
Coordinate office space planning, workstation allocation, office moves, and workplace layout changes.
Monitor office operating expenses and support facilities budgeting, cost control, and invoice processing.
Promote environmentally sustainable workplace practices through waste reduction, recycling initiatives, energy conservation efforts, and responsible procurement.
Keep facilities, workspaces, desks, and kitchen areas clean, organized, and well-maintained.
Keep bulletin boards current, organized, and updated with relevant information.
Coordinate office technology needs with the managed IT coordinator.
Serve as the primary liaison between employees and the IT coordinator to facilitate timely resolution of technical issues.
Coordinate technology setup for new hires and office relocations, including workstations, telecommunication equipment, printers, and audiovisual systems.
Assist with inventory tracking and management of office technology assets.
Support meeting room technology and ensure equipment is functioning properly.
Serve as a primary point of contact for employees, visitors, vendors, and business partners, providing a professional and welcoming office environment.
Coordinate visitor access, meeting room bookings, and office hospitality services.
Participate in employee onboarding and offboarding, including workspace setup, building access, office equipment coordination, and office and IT orientation support.
Coordinate workplace health and safety activities and support compliance with applicable occupational health and safety regulations.
Participate in workplace inspections, emergency preparedness planning, incident reporting, and corrective action follow-up.
Maintain and communicate emergency procedures and coordinate emergency response resources.
Coordinate office security measures, including access cards, key management, visitor protocols, and liaison with building security personnel.
Support security clearance administration and related documentation as required.
Manage vendor relationships and maintain high service standards from external providers.
Maintain office policies, procedures, vendor contracts, facilities records, and operational documentation.
Order and manage office supplies, kitchen supplies, cleaning materials, and other workplace necessities.
Organize company meetings, training sessions, employee events, lunches, and other office activities.
Prepare shipments and courier packages, and complete related documentation as required.
Perform general administrative duties and special projects as assigned.
Identify opportunities to improve office processes, service delivery, workplace experience, and operational efficiency.
Develop and maintain standardized procedures to support business continuity and operational excellence.
Recommend improvements that enhance workplace functionality, employee productivity, and cost effectiveness.

Desired Qualifications

Experience managing facilities in both office and light industrial environments.
Experience supporting workplace technology and coordinating IT service.

Job Title: Office Coordinator
Location: Halifax, NS, Victoria, BC

Employment Type: Permanent, Part-Time (Three Days a Week)
Annual Salary Range: $45,000 - $47,000

About BMT
BMT is dedicated to tackling the most crucial engineering challenges of our era, fostering an environment where individuals with exceptional technical expertise provide meaningful, practical solutions. Committed to creating a safer, more efficient, effective, and sustainable future, BMT values diversity, equity, and inclusion, recognizing their pivotal role in achieving our business purpose. Learn more about BMT at www.bmt.org.

Position Summary
The Office Coordinator serves as a key member of the Administration team, ensuring a seamless office experience for employees, visitors, contractors, and business partners while providing administrative, facilities, and operational support across the organization.

Working closely with team members, this individual coordinates office operations, facilities management, technology support, vendor relationships, company initiatives, and workplace events. The role contributes to operational excellence through proactive problem-solving, process improvement, cost management, and a strong commitment to employee experience, health and safety, and environmental sustainability.

Facilities & Office Operations

Manage office and light industrial facilities through effective coordination of external contractors, vendors, and landlord services to ensure facilities are maintained to corporate standards.
Oversee facilities maintenance activities, including HVAC, electrical, plumbing, janitorial services, landscaping, snow removal, waste management, and other building-related services.
Serve as the primary liaison with landlords, service providers, and contractors to ensure planned and unplanned maintenance activities are completed efficiently and effectively.
Coordinate office space planning, workstation allocation, office moves, and workplace layout changes.
Monitor office operating expenses and support facilities budgeting, cost control, and invoice processing.
Promote environmentally sustainable workplace practices through waste reduction, recycling initiatives, energy conservation efforts, and responsible procurement.
Ensure the facility, workspaces, desks, and kitchen areas remain clean, organized, and well-maintained.
Ensure bulletin boards are current, organized, and updated with relevant information.

Technology Coordination

Coordinate with managed IT coordinator to support office technology needs.
Serve as the primary liaison between employees and IT coordinator to facilitate the timely resolution of technical issues.
Coordinate technology setup for new hires and office relocations, including workstations, telecommunication equipment, printers, and audiovisual systems.
Assist with inventory tracking and management of office technology assets.
Support meeting room technology and ensure equipment is functioning properly.

Employee Experience

Serve as a primary point of contact for employees, visitors, vendors, and business partners, ensuring a professional and welcoming office environment.
Coordinate visitor access, meeting room bookings, and office hospitality services.
Participate in employee onboarding and offboarding processes, including workspace setup, building access, office equipment coordination, and orientation support of office and IT.

Health, Safety & Security

Coordinate workplace health and safety activities and support compliance with applicable occupational health and safety regulations.
Participate in workplace inspections, emergency preparedness planning, incident reporting, and corrective action follow-up.
Maintain and communicate emergency procedures and coordinate emergency response resources.
Coordinate office security measures, including access cards, key management, visitor protocols, and liaison with building security personnel.
Support security clearance administration and related documentation, as required.

Vendor & Administrative Support

Manage vendor relationships and maintain high service standards from all external providers.
Maintain office policies, procedures, vendor contracts, facilities records, and operational documentation.
Order and manage office supplies, kitchen supplies, cleaning materials, and other workplace necessities.
Organize company meetings, training sessions, employee events, lunches, and other office activities.
Prepare shipments, courier packages, and related documentation as required.
Perform general administrative duties and special projects as assigned.

Continuous Improvement

Identify opportunities to improve office processes, service delivery, workplace experience, and operational efficiency.
Develop and maintain standardized procedures to support business continuity and operational excellence.
Recommend improvements that enhance workplace functionality, employee productivity, and cost effectiveness.

Education & Experience

Minimum 5 years of experience in facilities management, office administration, or a related role.
Demonstrated experience coordinating contractors, vendors, and external service providers.
Experience managing facilities in both office and light industrial environments preferred.
Experience processing invoices and controlling operational costs.
Experience supporting workplace technology and coordinating IT service is considered an asset.

Knowledge & Skills

Strong knowledge of facilities management principles and contractor coordination.
Familiarity with Occupational Health and Safety legislation and workplace safety best practices.
Excellent organizational, time management, and prioritization skills.
Strong interpersonal and customer service skills with the ability to build effective working relationships.
Strong written and verbal communication skills.
Ability to manage multiple priorities while maintaining accuracy, professionalism, and attention to detail.
Strong problem-solving and continuous improvement mindset.
Proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, and PowerPoint.

Other Requirements

Ability to obtain and maintain required Security Clearance.
Ability to occasionally lift and move office supplies and equipment up to 25 lbs.

Work Environment

Part-time, on-site role requiring attendance in the office three (3) days per week.
Regular interaction with employees, contractors, vendors, building management, and visitors.

About the Company

BMT

Maritime engineering consultancy designing ships

BMT is an engineering and science consultancy focused on the maritime sector, providing ship design, environmental risk advice, and offshore infrastructure management. It serves as a technical partner for governments and industry, delivering analysis, engineering design, risk assessment, and program management. Since 1998 it has been employee-owned, preserving independence, with a legacy dating to a merger of BSRA and NMI and a track record on projects like the Royal Navy Queen Elizabeth-class carriers. It aims to enable a safer, more sustainable world by advancing methanol- and hybrid-powered ships and offshore renewable energy.

Company size: 1,001-5,000
Company stage: Grant
Total funding: $570K
Headquarters: London, United Kingdom
Founded: 1985

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