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Department: Office of the Chief Administrative Officer

BMT

Office Coordinator

2840 Peatt Road, Victoria, BC, V9B 3V4, Canada

$45,000 to $47,000 CAD / year · Part-time

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Job details

Pay: $45,000 to $47,000 CAD / year
Job type: Part-time
Experience: Minimum 5 years of experience in facilities management, office administration, or a related role.
Posting language: English
Posted: Aug 26, 2026

Original job description

Office Coordinator

Department: Facilities/HSEQ

Employment Type: Part Time

Location: CAN - Victoria

Reporting To: Chris Tokarchuk

Compensation: CA$45,000 - CA$47,000 / year

Description

Description

Job Title: Office Coordinator
Location: Victoria, BC

Employment Type: Permanent, Part-time
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.

Key Responsibilities

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, Skills, Knowledge & Expertise

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 Ontario 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 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.

Why Work For Us?

At BMT we believe in hiring the best talent, from diverse backgrounds, as this introduces new ideas to the team and our customers. We believe in a cooperative and collaborative work environment and support and encourage career growth.

The successful candidate will receive a competitive salary commensurate with skill, ability and experience, as well as a comprehensive benefit package including:

Employee and Family Assistance program
Parental/Maternity leave top-up program
RRSP or TFSA matching program
Training and development opportunities
Employee recognition program
Employee referral program

BMT is committed to employment equity, to eliminating discrimination and encouraging diversity amongst its workforce. Accommodations are available on request for candidates taking part in all aspects of the selection process. Candidates selected for an interview will be contacted.

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More about this job

Responsibilities

Coordinate office and light industrial facilities, maintenance, vendors, budgets, technology support, and workplace logistics. Support employee and visitor experience, onboarding, health and safety, security, events, administrative processes, and continuous improvement.

Requirements

Requires at least five years of experience in facilities management, office administration, or a related role, including coordinating contractors and vendors; experience in office and light industrial facilities is preferred. Candidates should have strong organizational, communication, customer service, problem-solving, and facilities coordination skills, proficiency with Microsoft 365, and the ability to occasionally lift up to 25 pounds.

Skills

Facilities Management
Office Administration
Contractor And Vendor Coordination
Cost Control And Invoice Processing
Workplace Technology Coordination
Health And Safety Compliance
Emergency Preparedness
Security Administration
Space Planning
Customer Service
Organization And Prioritization
Problem-Solving
Process Improvement
Microsoft 365
Written And Verbal Communication
Environmental Sustainability

Benefits

Employee And Family Assistance Program
Parental/Maternity Leave Top-Up Program
RRSP Or TFSA Matching Program
Training And Development Opportunities
Employee Recognition Program
Employee Referral Program

Visa sponsorship

Not detected in the job text

Hiring contact

Chris Tokarchuk

Keywords

Facilities Management
Office Administration
Contractor Coordination
Vendor Management
Facilities Maintenance
HVAC
Electrical Maintenance
Plumbing
Janitorial Services
Landscaping
Waste Management
Space Planning
Facilities Budgeting
Invoice Processing
Cost Control
Sustainable Workplace Practices
Microsoft 365
Outlook
Teams
Word
Excel
PowerPoint
Workplace Technology
IT Service Coordination
Occupational Health And Safety
Emergency Preparedness
Incident Reporting
Security Clearance Administration
Business Continuity
Office Operations

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