Office Administrator

Reporting to the VP, Trade Development & Real Estate, the Office Administrator is responsible for the efficient operation of the Prince Rupert Port Authority’s Vancouver office. This role ensures a professional and welcoming environment for visitors while managing a range of front-facing and administrative responsibilities, including reception duties, catering coordination, courier services, and general office support.

The Office Administrator plays a key role in maintaining office standards and providing exceptional service aligned with PRPA’s values-driven culture and strategic objectives.

Position Accountabilities

1. Ensures the smooth day-to-day operations of the Vancouver office, maintaining a professional, welcoming, and efficient environment.
2. Provides administrative assistance in the Vancouver office to PRPA staff and external visitors, including greeting guests, supporting meeting logistics, coordinating audio-visual set-up, and catering (including scheduling deliveries and preparing refreshments when needed).
3. Acts as the primary point of contact for courier and delivery services, managing deliveries and outgoing shipments.
4. Oversees management of office and kitchen supplies for the Vancouver office, collaborating with central reception/procurement teams to determine stock/supply needs and place orders for replenishment when required.
5. Coordinates service and maintenance visits when required to ensure that the Vancouver office space and equipment are adequately managed with routine maintenance and urgent repairs.
6. Prepares reports, correspondence, and research assignments to support the Trade Development & Real Estate Department.
7. Supports the coordination and ensures the accuracy of records in organizational systems, maintaining efficient and organized information management for the department.
8. Provides backup support to the department Administrative Assistant with coordinating travel logistics for the department, including booking flights, arranging accommodations, and processing travel expense reports and miscellaneous expense claims.
9. Provides backup support for other administrative roles when necessary to assist other departments.

1. Works predominately in an office environment.
2. Regular, full-time position (37.5 hours per week). Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour lunch break (unpaid).

1. Post-secondary education

1. Minimum five years’ related experience

1. Strong customer service skills
2. Strong analytical, problem solving and organizational skills
3. Strong verbal and written communication skills
4. Strong judgment and tact in dealing with sensitive issues and confidential information
5. To establish and maintain effective working relationships with all levels of employees
6. Demonstrated ability to manage multiple projects concurrently and to effectively handle changing priorities
7. Enthusiastic and self-motivated. Works well individually as well as in a team environment.
8. Creative and intuitive thinker
9. Resilient. Embraces and thrives on change.
10. Proficient in Microsoft Office, especially Microsoft Word, Excel and PowerPoint
11. Able to obtain security clearance under Transport Canada’s Security Clearance Program
12. Possess valid Class 5 BC Driver’s Licence

The starting base salary range for this role is $64,776.00 - $80,969.00

Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to careers@rupertport.com.

Individuals of Indigenous descent are strongly encouraged to apply.