Office and Administration Manager

Job Responsibility:

Blackbird Security is rapidly growing and we are looking to add an Office and Administration Manager to our team, located in Vancouver, BC .

We are seeking an outgoing and personable individual who brings a positive and energetic attitude to the workplace. The ideal candidate will be empathetic, detail-oriented, and proactive, always looking for ways to improve processes and take on new challenges. They should be resilient, maintain composure and effectiveness under pressure, and have a natural ability to build strong relationships with team members and stakeholders. If you have a passion for fostering a supportive and vibrant work environment, we'd love to hear from you.

Since our establishment in 2015, Blackbird Security has swiftly expanded from coast to coast, serving major retailers, condominiums, warehouses, and more. Rooted in Vancouver, BC, we seamlessly blend the professionalism of a large corporation with the personalized touch of a small business, specializing in tailored physical security solutions nationwide. Our culture embodies vibrancy and diversity, and we're thrilled to welcome a motivated Office and Administration Manager to continue to elevate our workplace culture and operational practices.

Role Summary

As our Office & Administration Manager, you'll be the driving force behind our seamless office operations, fostering a vibrant and productive workplace. With your outgoing personality, knack for multitasking, and keen eye for detail, you'll tackle a variety of responsibilities across office management. From managing administrative tasks like license renewals to leading the charge on new office expansions, your mission will be to elevate the employee experience. Beyond the daily grind, you'll champion our social committee, curate exciting employee events, and provide crucial support to our executive team.

If you thrive on being part of a diverse culture, excel at managing business operations, and love connecting with people to understand their needs, we'd love to welcome you aboard. Bring your exceptional organizational skills, proactive problem-solving approach, and stellar communication abilities to contribute to our workplace culture and create a welcoming environment where every member of our team can truly thrive.

What you'll do is

• Providing administrative support to various stakeholders and teams across the business.
• Coordinate with internal teams on the design and setup of private offices, common areas, managing floor and seating plan changes and optimizing functionality and aesthetics of meeting rooms including ensuring technology such as video conferencing systems are always functioning smoothly.
• Handling confidential correspondence and inquiries.
• Managing a team of office personnel, and working with them to enhance their performance to ensure positive, welcoming and efficient services.
• Lead projects for launching new office locations, ensuring seamless transitions and setup across different regions.
• Enhance the office operations to optimize employee satisfaction, including managing supplies, decorations, amenities, and arranging for a fully stocked kitchen. .
• Partnering with Property Management to ensure seamless communication, facilities maintenance and repairs are completed on time, updating service requests for cleaners and sharing correspondence and communications in a timely manner.
• Owning initiatives such as the recycling programs in partnership with Property Management to maintain a clean and eco-friendly office environment.
• Implement and manage office security measures, including door locking systems and camera programs, while ensuring compliance with office-related policies like the dog-in-office or hot desk policy.
• Manage renewals and compliance for business licenses, overseeing insurance policies and negotiating quotes at renewal, and government portals to maintain legal and operational requirements.
• Oversee utility bills, the management of major company documentation and resources like contact lists and organizational charts, including version control of documents ensuring that they are always up to date.
• Ensure efficient operation of shared intranet, document sharing platforms, and communication tools (Slack, Intranet, Google Drive, WhatsApp) for seamless team collaboration.
• Facilitate smooth onboarding and offboarding processes, including setup on necessary platforms and groups, providing support for expense reimbursements, subscriptions, and accounts, and overseeing the setup for new hire workstations, ensuring smooth transitions and functionality.
• Organize and lead company events and initiatives, including those led by the social committee, to foster team engagement and a positive workplace culture.
• Manage company travel arrangements, ensuring efficient planning and cost-effectiveness.
• Working on projects or other ad hoc duties as assigned.

What you'll bring

• Minimum of 3-5 years in office management, administrative support, operations support, or experience in a related field.
• Bachelor's degree in Business Administration, Communications, Human Resources, Psychology, or a related field is preferred.
• Exceptional written and verbal communication skills, with the ability to interact effectively with all levels of the organization.
• Strong organizational and multitasking abilities, with a keen eye for detail.
• Proactive problem-solving approach, with the ability to handle unexpected challenges efficiently.
• Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, and project management tools.
• Ability to work collaboratively with cross-functional teams, including IT, Operations, and HR.
• Experience in leading projects, particularly in office setup, expansion, and event planning.
• Demonstrated experience in supporting business operations, including managing company events and travel arrangements.
• Passion for sustainability and experience in managing eco-friendly programs is a plus.
• High level of discretion and confidentiality in handling sensitive information.
• Ability to handle confidential information.

About Blackbird Security

Joining Canada's fastest-growing National Security Company is not just a job - it's an opportunity to make a meaningful difference in your career and in the communities we serve. Here are some compelling reasons why you should consider being a part of our dynamic team:

• Our Values: Our operations are guided by core values — Respect, Integrity, Teamwork, and Adaptability — which serve as the bedrock of our corporate culture. Join us in shaping a workplace where these values thrive, fostering a sense of belonging and achievement for everyone involved.
• Personal and Professional Growth: We believe in investing in our employees' growth. Joining us means access to career development pathways that enable you to reach your full potential. Our dedicated management team provides mentorship to guide you through your career journey, fostering a supportive and collaborative work environment
• National Presence: As a national Canadian security company, we operate coast to coast with major branches in all 10 provinces. This allows you to be part of a widespread network, contributing to the safety and security of communities across the country.
• Commitment to Community Betterment: Our commitment goes beyond providing security services. We actively engage in bettering the community by tailoring our security solutions to meet the unique needs of our clients and the areas we serve. By exceeding performance standards, we contribute to enhancing the overall safety and well-being of the community.
• Reputation for Excellence: Our reputation is built on consistently exceeding performance standards. Joining us means aligning yourself with a company that values excellence in service delivery and upholds the highest standards in the industry. Superior customer service is at the core of our operations, ensuring our clients receive the best possible security solutions.
• Diverse Range of Clients: Work with a variety of clients, from retail stores to high-end establishments, residential buildings, campuses, municipal offices, warehouses, and more. This diversity in clientele offers a dynamic and interesting work environment.

If you are passionate about making a positive impact, contributing to community safety, and advancing your career in a rapidly growing national security company, we invite you to join us. Together, we can build a safer and more secure future for our clients and communities.

We thank you for choosing to work with Blackbird Security Inc. We thank all applicants for their interest in this opportunity; however, only shortlisted candidates selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $65,000.00-$80,000.00 per year

Benefits:

• Dental care
• Extended health care
• Life insurance
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Vancouver, BC V6H 3V9: reliably commute or plan to relocate before starting work (required)

Education:

• DCS / DEC (required)

Experience:

• Office management: 2 years (required)
• Administrative: 3 years (required)
• Management: 1 year (preferred)

Work Location: In person