Office Administrator

Westmark has an exciting opportunity for a qualified individual to join our finance team.

About us:

Westmark has been, and continues to be, a longstanding stakeholder within the Vancouver Island community. We pride ourselves on the collaborative efforts we have made to advance and sustain development in our community including commercial development, low-income housing, community planning and multi-family residential projects.

Westmark is a locally owned and operated company that was incorporated in 1988 in Vancouver, BC and moved operations to Nanaimo in 1993. Westmark has been serving the mid-Vancouver Island region for over thirty-five years and has been consistently building award-winning commercial and residential projects. Our history and reputation in the area have built many strong relationships across the industry and make us the preferred Construction Manager and General contractor for numerous owners, consultants, and trade contractors.

Westmark provides guidance, resources, and training to ensure that construction sites prioritize the well-being of workers and adhere to regulatory requirements. Our mission is to create a culture of safety that protects workers and enhances productivity across all construction projects.

The role:

We are seeking a highly organized, detail-oriented, and proactive Office Administrator to join our team. The ideal candidate will be responsible for providing administrative support to ensure efficient day-to-day operations of the office. The Office Administrator will be responsible for managing office supplies, coordinating schedules, handling communications, and maintaining a productive and positive workplace environment.

Responsibilities include:

1. Office Operations Management:
   • Oversee day-to-day office operations, ensuring a clean, organized, and efficient work environment.
   • Coordinate and manage office equipment, supplies, and inventory; order supplies as needed.
   • Manage and maintain office calendar, scheduling meetings, appointments, and conferences for the team.
   • Liaise with external vendors and service providers to ensure smooth office operations.
2. Administrative Support:
   • Provide general administrative support, including data entry, filing, document preparation, and correspondence.
   • Prepare reports, presentations, and other documents as required.
   • Handle incoming and outgoing mail, packages, and correspondence.
   • Manage office expenses and assist in budget tracking for office-related costs.
3. Communication & Coordination:
   • Serve as the point of contact for internal and external stakeholders, including clients, vendors, and visitors.
   • Coordinate internal meetings, events, and team activities.
   • Answer and direct phone calls, emails, and other communications in a professional manner.
4. Human Resources & Office Management:
   • Assist with onboarding new employees and maintaining employee records.
   • Help organize office events, celebrations, and team-building activities.
   • Ensure adherence to company policies and procedures within the office environment.
5. Miscellaneous Duties:
   • Provide support for special projects or ad-hoc tasks as needed.
   • Continuously look for ways to improve office processes and workflows.

Requirements include:

1. Education and Training:
   • High school diploma or equivalent.
2. Experience:
   • Minimum 2+ years of experience in an office administrative or coordinator role.
3. Technical Skills:
   • Strong organizational and time-management skills.
   • Excellent written and verbal communication skills.
   • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office equipment (printers, copiers, etc.).
   • Ability to work independently and as part of a team.
   • Strong attention to detail and ability to multitask in a fast-paced environment.
   • Friendly, professional, and approachable demeanor.

Compensation:

Salary commensurate with industry experience.

Medical and dental benefits available with successful completion of probation period.

How to Apply:

Please submit your resume and a cover letter explaining why you are the ideal candidate for the Office Administrator role to kameran@westmarkconstruction.ca

Job Types: Full-time, Permanent

Pay: $45,000.00-$50,000.00 per year

Benefits:

• Dental care
• Extended health care
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Experience:

• Office Administrative: 2 years (preferred)

Work Location: In person