Office Coordinator

Position

Scene Ideas Inc. is seeking an experienced Office Coordinator for our Richmond office. We are looking for a high energy, practical, positive and enthusiastic individual who can thrive in a fast-paced, live events-based business. Our ideal candidate is someone who can oversee and manage the day-to-day operations of the office, assist the finance department, while providing excellent customer service and support to our clients and staff. The primary focus of this position would be to ensure the office operations run smoothly and efficiently while providing timely, proactive service and support to all departments particularly the finance department. The Office Coordinator would also be relied upon to build upon and further the great relationships we have established with our clients, vendors and staff.

Objective

To maintain a highly organized and efficient business office and provide our customers, suppliers and staff with exceptional and friendly customer service and a professional business experience, while increasing efficiencies and contributing to an enjoyable and positive work environment.

General Duties

1. Reception - answering phones, greeting and directing guests, collecting, sorting and distributing all incoming paperwork, coordinating all incoming/outgoing couriers and logging all transactions, responding to and re-directing questions from staff, customers, vendors, etc., coordinating service providers including IT support, cleaners, waste removal, etc., responsible for general office upkeep.
2. Administrative - providing administrative support to the team as needed, managing and maintaining schedules, appointments and travel arrangements as needed, stocking and ordering office supplies, creating and maintaining records for the customer, vendor, and venue information, overseeing the completion of paperwork for new employees including maintenance of these records, recording and distributing meeting minutes and internal memos, schedules, notices etc., assisting with maintenance and organization of server files, assisting with other admin tasks as needed.
3. Accounting – collecting, coding and organizing invoices, receipts, etc. for accountant, inputting data into and maintaining financial tracking documents, preparing and reconciling purchase orders, processing credit card payments, sourcing supplier quotes, completing credit applications, inputting and maintenance of financial tracking documents.

Skills & Experience

1. Previous experience working in an administrative role. (minimum 4 years)
2. Post secondary education in business, computers or office management is an asset but not required.
3. Strong Customer Service skills.
4. Experience in the special event industry or project management is an asset but not required.
5. Excellent organizational and time management skills.
6. Strong verbal and written communication skills in English.
7. Strong computer skills on PC and intermediate to advanced knowledge of Microsoft Office Suite.
8. Strong knowledge and experience with Quickbooks an asset.
9. Aptitude for learning new computer programs / software.
10. Attention to detail and accuracy with figures.
11. Capacity to establish priorities and work under pressure.
12. Flexibility and adaptability to changing workloads.
13. Problem solving and attention to detail.
14. Ability to work and think independently without direct supervision.
15. Willingness to work additional time where necessary to complete tasks and meet deadlines.
16. Ability to liaise well with others.
17. Class 5 drivers’ license an asset.

Expectations

1. To always conduct oneself in a courteous and professional manner.
2. To contribute in positive ways that foster a collaborative, team-oriented work environment.
3. To always respond to all communications, verbal or written, in a timely manner.
4. To approach workflow in a proactive fashion, following up with relevant parties as needed.
5. To be forward thinking, always considering the bigger picture and how to best achieve it.
6. To make recommendations and suggestions to improve workflow and efficiencies.
7. To finish tasks to completion and to ask for help when needed.
8. To provide updates and status reports regularly especially when tasks have been completed.
9. To clarify any tasks, items or requests that are unclear or require more explanation.
10. To express and share goals for professional development.
11. To support teammates.
12. To understand and adhere to the company’s code of conduct.

Rate & Hours

1. This is a salaried position, of $46,000 to $56,000 annually, experience-dependent, with a 3-month probation period.
2. This is a permanent full time position.
3. Office Hours for this position are Monday thru Friday from 7:30 am to 4:00 pm.
4. Eligible for participation in Scene Ideas Inc.’s benefit plan which includes medical, extended health and dental coverage along with paid holidays following successful completion of a 3-month probation period (company and employee split the benefit plan costs equally).

Other

International applicants not currently residing in BC or holding valid work permits will not be considered.

About Scene Ideas Inc.

Scene Ideas is a staging rentals and custom scenery shop, originally created as the necessary solution to meet the growing needs of the local events industry in Vancouver. Employing a task-force of specialized and experienced tradespeople, technicians, artisans and designers, our 12,000 square foot facility is equipped to handle all aspects of fabrication from woodworking to welding, metal work, scenic painting, scenic automation and sculpting. All levels of production are seamlessly integrated via our team’s full CAD and graphics capabilities. Working drawings, engineering plans and rich renderings are synchronized to ensure comprehensive communication from concept through to execution. Scene Ideas also maintains Western Canada’s largest inventory of Steeldeck staging and accessories. Our ever-expanding inventory of scenic elements are in stock and can be rented ‘off-the-shelf’ or customized in-house. The mandate at Scene Ideas is to provide exceptional customer service under any and all circumstances. Since its inception, the legacy of Scene Ideas has been customer satisfaction and the success of our clients has been the keystone of the company’s continued success. We are very proud of the team we have built throughout the years and our client’s success is of paramount importance for each and every member of our team.