Position Title: Administrative Coordinator

Reports to: Operations Director

Job Location: Vancouver

Start Date: February 3, 2025

JOB OVERVIEW

Reporting to the Operations Director, the Administrative Coordinator oversees and manages the execution of office administration across all Firelight locations. The Administrative Coordinator builds collaborative relationships with executives and team leads to ensure consistency and efficiency in operations, facilities, and health and safety practices throughout the organization. This position also supports business administration and information management. This position is office-based full time at our Vancouver office.

ORGANIZATIONAL STATUS

The Firelight Group is an Indigenous-owned, dynamic, socially responsible business providing community-based research and consulting services across Canada. Since 2010, we have been trusted by our clients to do high quality work that centers Indigenous knowledge and values to protect rights and advance self-determination. We have a growing team of over 100 professionals, and offices in Xwmélch’tstn, xʷməθkʷəy̓əm Territory, Lkwungen, Tkarón:to and ᐊᒥᐢᑿᒌᐚᐢᑲᐦᐃᑲᐣ (Amiskwacîwâskahikan).

RESPONSIBILITIES + DUTIES

General Administration

• Oversees reception duties for the office, including general telephone inquiries, directing email inquiries, receiving visitors and receiving packages and deliveries
• Supports with the design and implementation of new staff onboarding processes for office orientation
• Manages operational accounts, contracts and vendors
• Supports the company travel program including booking and credit management
• Collaboratively manages Operations files within Firelight’s internal digital shared file system
• Manages special tasks and projects for the Operations Director
• Leads the administrative coordination related to company events
• Oversees office supply stock and inventory

Facilities + Asset Coordination

• Supports the development of facilities plans with the Operations Director
• Leads new office space searches and coordinates office moves as required
• Oversees facilities monitoring and reporting on usage, costs, etc.
• Manages all maintenance and cleaning initiatives, including contract support
• Oversees inventory and ordering processes for office equipment, furniture and supplies
• Supports shipping, tracking and maintenance of research equipment kits
• Collaboratively supports the development of policies, procedures, and protocols that will ensure optimal utilization of administrative space
• Manages the office schedule
• Supports the adoption of digital tools for more effective office management

Health + Safety Coordination

• Ensures office and travel health and safety programs are up to date and in compliance with provincial regulations
• Collaboratively designs office and remote safety orientations and workplace safety checks
• Reviews safety reports and documentation to regulatory bodies
• Oversees investigation of office and travel workplace accidents and incidents
• Oversees safety equipment purchasing and management

QUALIFICATIONS + EXPERIENCE

• Post-secondary diploma (1 to 3 years) in business administration, office administration, human resources, or a related field
  5 to 7 years of experience in administration
• An equivalent combination of education, training and experience will be considered
• Experience working with Indigenous communities and knowledge systems
• Excellent knowledge of Microsoft 365, including Word, Excel, Outlook, and PowerPoint
• Ability to understand, communicate and support Firelight’s mission and values
• Strong word-processing skills
• Strong analytical, problem-solving, and decision-making skills
• Strong organizational and time management skills with an attention to detail
• Strong interpersonal and communication skills with the ability to professionally connect with a diverse group of individuals

Please respond to our online ad here – https://thefirelightgroup.bamboohr.com/careers/48 with a resume and cover letter. We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

At Firelight, we are committed to developing a diverse and inclusive team and we welcome all cultures, ages, genders, sexual orientations, and abilities. We recognize and celebrate the diversity of all peoples and actively promote development of inter-cultural competence within our team.

As an Indigenous-owned organization, we are particularly committed to supporting the employment of Indigenous individuals because we recognize the unique challenges and barriers faced by Indigenous people and because we feel it is necessary to reflect Indigenous perspectives and values in the work that we do. We encourage all Indigenous applicants to self-identify in in their cover letter so that we consider their application accordingly as preference may be given to these applicants.

If any candidate requires an accommodation or support to participate in the application process, please contact our HR Department via email at hr@firelight.ca. 

Working at the Firelight Group means being passionate about what we do. Be part of our amazing team, with a very exciting future.