Office Administrator

Salary Range: 50000 to 60000 (Currency: CAD) (Pay period: per-year-salary)

BIS Safety Software is a SaaS company on a mission to change how organizations manage safety, learning, and compliance. We sell safety software to businesses and online safety training to the people who need it, and we are looking for an Office Administrator to keep our workplace running: the space, the systems, and the day-to-day details that keep everyone else moving.

About the role

This role isn't about waiting for a task list. It's about being the person who sees what needs to happen and makes it happen.

You'll own the building and the office: supplies, equipment, repairs, maintenance, and the vendors and contractors behind all of it. You'll handle purchasing across the company. And you'll be the person our sales team counts on for trade show logistics and travel, which is a steady and genuinely fun part of the role.

Done well, this job looks like things getting handled before anyone else has to think about them. When something needs fixing, you'll be the one bringing three quotes and a recommendation. You'll have the autonomy to use your judgment and the trust to act on it.

We're hiring for the person as much as the resume. If you have a track record of taking things on and seeing them through, we'd like to meet you.

In this role, you'll be expected to:

• Facility Management: Taking the lead on all office/building needs, including the coordination of needed supplies and equipment, arranging repairs and maintenance, managing assets and ensuring the necessary insurance and service contracts are in place
• Purchasing: own the acquisition of the materials and services the business needs, with a close eye on cost and quality.
• Sales and trade show support: manage trade show logistics and the moving parts that come with supporting a busy sales team.
• Travel and administration: book flights and travel, coordinate couriers and deliveries, and handle the day-to-day details that keep our operation running.
• Vendor and Contractor Coordination: Establish and maintain productive relationships with vendors and maintenance contractors. Oversee work to ensure quality and timeliness, and manage any disputes or concerns.
• Logistics and Equipment: Collaborate with the IT department for the procurement, installation, and maintenance of office equipment and technology.
• Project Coordination: Collaborate with various departments to facilitate the smooth execution of ongoing projects. Ensure that all departmental needs are met in a timely and efficient manner.
• Employee Engagement and Culture: Play an active role in organizing and executing employee engagement and culture building activities. Assist in planning and coordinating company events, workshops, and meetings.
• Reporting and Documentation: Maintain accurate records and files related to office operations, vendor contracts, and maintenance schedules. Prepare reports on office expenditures and recommend cost-saving strategies.
• SharePoint Management: Update and manage SharePoint content, ensuring training documents and team resources are current and accessible. Provide or coordinate training for team members on how to effectively use SharePoint for collaboration and information sharing.

You might be the right fit if you are:

• Operating like an owner, spotting what needs to happen and handling it without being asked twice.
• Staying meticulous about details and organization when the day gets away from you.
• Working comfortably across departments and keeping a lot of moving pieces on track.
• Thriving in ambiguity and enjoying the process of learning new systems, software, and skills.
• Listening well and solving problems instead of passing them along.
• Communicating clearly in writing and in conversation, with a sharp eye for proofreading and editing.
• Working confidently in Microsoft Office, including SharePoint, Excel, Word, and Teams, and picking up new tools quickly.
• Bringing a positive approach to the work and ideas for how things could work better.

Qualifications

• Background in office administration, office coordination, or a similar role. We care more about how you work than how many years you've done it.
• Must be strong with Microsoft Office (e.g., SharePoint, Excel, Word, Teams).
• Comfort working with vendors, suppliers, and purchasing.
• Self-starting with the ability to work in a fast-paced environment and meet deadlines under pressure.
• Positive in your approach to work and eager to share ideas for improvement.

Compensation and Benefits:

Employee Stock Ownership Plan (ESOP)
Full medical, dental, and vision coverage
Life insurance and disability insurance
Health spending account
Flexible working hours
On-the-job training and growth opportunities
Free on-site parking

Job ID #T202609-03COA