Ausenco is a fast-growing company with big ideas. We redefine what’s possible in some of the world’s most complex projects and toughest environments. Delivering innovative, value-add consulting, project delivery, asset operations and maintenance solutions is what we do. From 26 offices in 15 countries, with projects in over 80 locations worldwide, we create sustainable outcomes for our people, clients and communities.

Our team in Canada is growing, we are currently recruiting for a Office Services Coordinator to work on-site in our Vancouver office.


Responsibilities Include
Facilities Operations

• Oversee physical plants in Vancouver office, including monthly inspections, predictive maintenance, and budget planning.

• Perform daily walk-throughs and checklists as outlined in the Pender Office Manual.

• Manage inventory records, including furniture, appliances, equipment, and keys.

• Coordinate office space changes for Vancouver and Victoria offices, including renovations, desk moves, schedules, cleaning, and IT services.

• Organize and maintain storage/file areas to acceptable standards as per the Facilities Manual.

• Manage vendor relationships, including coffee suppliers, ordering, and servicing coffee machines and water coolers.

• Oversee kitchen appliance maintenance and repairs, including condition monitoring and record-keeping.

• Ensure boardrooms are maintained and “ready for use” daily.

• Collaborate with the Regional Facilities Manager to improve office layouts and oversee office or desk moves, including coordinating move schedules, desk cleaning, and IT services, as well as assisting with special projects such as renovations.

• Assist with CAPEX project management, including contractor scheduling and on-site supervision.

• Update signage and branding following North American Facilities Manual standards.

Health and Safety

• Coordinate and maintain first aid and emergency supplies for Vancouver offices.

• Serve as Incident Commander, first aider, and JHSC member.

• Manage PPE distribution and returns, monitoring supply levels and providing updates to the PPE Coordinator.

• Acquire First Aid Level 2 certification

Administrative Tasks

• Process and verify facilities-related invoices for Vancouver offices.

• Prepare and manage weekly/monthly/quarterly attendance reports and oversee desk-booking app administration.

• Update the Vancouver Office Manual monthly.

• Liaise with contractors and vendors for facilities-related services.

• Communicate office updates to stakeholders via Viva Engage, The Circle, and direct emails when necessary.

Event and Meeting Support

• Coordinate catering and meeting logistics, including boardroom bookings, setup, and cleanup.

• Organize Lunch & Learn sessions and assist with receiving attendees and presenters.

• Support social committee initiatives as required.

Onboarding and Offboarding

• Coordinate onboarding and offboarding processes, including office tours for new staff.

• Prepare desks in collaboration with IT and HR.

Supply Chain and Procurement Management

• Receive and create purchase orders (POs) in Oracle.

• Monitor and reorder office supplies as needed.

About You

• 2+ years' experience in an administrative role
• Strong MS Office Suite skills
• Coordination experience an asset
• Proven track record of working in a high paced environment
• Ability to wear many different hats at any given time
• Excellent Organizational skills
• Ability to be on-site 100% of the time

Why Ausenco?

We Support Individual Growth And Aim To Allow You To Work In a Way That Plays To Your Strengths. Beyond a Competitive Remuneration Package We Offer

Career advancement - Embark on a journey of continuous growth through technical training, mentorship initiatives, and networking opportunities

Work Life Balance – Experience the best of both worlds with our hybrid work model, allowing you to balance office days with working from home; and progressive parental leave benefits to foster family needs and professional life

Holistic approach to wellness – Take a proactive approach to your overall wellbeing. Access to confidential counselling, information services and a benefits program that supports your health & wellness

Accessible leadership team – Work with highly reputable industry leaders who value your contribution.

Our people don’t settle for the status quo. If you have an entrepreneurial spirit and want to help set a new standard in sustainability, we’ll help you find your place. This means working with you to develop a unique career path and skillset to match your ambition.

We’re proud of the work we do, and we do it within a culture that is open, honest, and cooperative. We have a history of attracting visionary people who embrace challenges and deliver creative solutions for every project, and your voice is an important part of the conversation.

As a global company we embrace and encourage diversity in its fullest sense – gender identity, gender expression, sexual orientation, age, experience, nationality, colour, language, religion, location, disability, education, skills, working styles and time availability. Our work environments are based on mutual trust and respect for the rights and opportunities of every individual.

Salary range : $50,000

Expected Salary: Variation in salary is determined by factors such as qualifications, relevant years of experience, and prevailing market conditions for the specific role.

Join us and work a better way.

Primary Location: CA-BC-Vancouver

Job Posting: Nov 18, 2024