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Temporary contract role from August 22nd to Sept 2nd. The Office Coordinator will work full-time Mon-Fri at a corporate headquarters in Vancouver. Working for a very successful, stable, and well-established global company in a unique and exciting industry.
 

Who- the Company:

Our client has an over 40-year history of creating wildly successful products that are sold across North America and beyond. They have values that promote teamwork, trust, and sincerity. The company has approximately 1000 employees and is continuing to grow. Multiple entities, operations in many countries, very complex and interesting business.
 

What- the Role:

Our client is looking for an Office Coordinator for a contract role starting Friday August 22nd and ending Tuesday Sept 2nd (please note Monday Sept 1st would be an unpaid statutory holiday). This contract role is open due to a vacation on the team. The Office Coordinator will be responsible for office coordination and front desk support. This role involves:

• Front Office- greeting and helping visitors to the HQ, as well as employees.
• Shipping and Receiving (mostly sending out and greeting couriers at the HQ) – making sure deliveries in and out are timely and accurate.
• Office Maintenance – keeping the office clean, organized, and fully functioning.
• Office Inventory – reviewing existing stock and ensuring supply upkeep.

Who- the Candidate:

We are looking for a team player who enjoys taking on a variety of administrative tasks depending on company needs. Qualified candidates will have at least 1 year of work experience within front desk/reception and office coordination.  
We are seeking people who are very organized and accurate, with strong interpersonal skills and a high attention to detail. Excellent communication skills and relationship building abilities are important in this role. We are looking for people who are self-motivated and proactive, and who will seek work out rather than sit back and wait for the work to come to them.
 

How Much:

Hourly contractor rate in the range of $22 to $28 an hour, depending on relevant skills and work experience- plus 4% vacation pay accrued on each paycheque. Please discuss your hourly rate expectations with SWIM.  
 

Where:

Based in the company’s beautiful Vancouver head office- accessible by car, bike lanes, walking trails, bus, and SkyTrain. Full-time Monday-Friday in office, 8am to 5pm, with 1 hour lunch.
 

When & How to Apply:

The client will start conducting short video interviews the week of August 11st. If you already have a Recruiter at SWIM and are available to do temp work on these dates, please reach out soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY' to send us your resume (preferably in Word format as it works best with our internal systems). SWIM is presenting candidates directly to the hiring team. Thank you for reading!

Part-time 30 hours a week (i.e. 75%), with flexibility on work schedule. Downtown Vancouver office. Fantastic opportunity for a well-rounded and adaptable administrative professional who is seeking a diverse, fulfilling, and permanent part-time job with a friendly, close-knit team. Working for a very stable, successful, and extremely reputable family-owned multi-entity company! Responsibilities include scheduling, travel coordination, office management, filing, occasional event planning, basic tech support, etc. Directly supporting 3 senior leaders. 
 

Who- the Company:

Our client is a highly admired, reputable, and respected family office with a long history and very successful business operations.
 

What- the Role:

Swim Recruiting is seeking a Senior Office Administrator for this great organization. The company has a very stable team with low attrition, so it’s rare for them to be hiring. 
The new employee will be directly supporting the President, the Director of Finance, and the Executive Director. The new Senior  Office Administrator will have a variety of routine weekly/monthly/quarterly/yearly tasks, as well as ad hoc tasks. This role has a mix of Executive Assistant tasks, Office Manager tasks, and General Administrative Assistant tasks. 
Responsibilities will vary and evolve over the years, and will include the following-

• Travel Coordination- Plan domestic and international, business and personal travel for the President, including booking flights, transportation, accommodation, etc.
• Scheduling & Calendar Maintenance- Manage the President’s calendar in an organized manner with thought given to timing and location. Aid with meeting scheduling for Executive Director and Director of Finance. Manage the booking calendar for the Boardroom.
• Office Management- Create a welcoming, well-run, clean, safe, and organized office environment for all employees in the office. Liaise with external service providers on equipment repairs, order inventory and supplies, communicate with property management on any issues in the office, prepare the Boardroom for meetings, clean and stock the office kitchen, select and order in-office catering, etc.
• File Maintenance- Physical and digital filing for the business, including creating new/improving upon existing filing systems, organizing documents by category and relevance, preparing file binders, etc.
• Tech Support- Help the President and others with occasional tech-related needs, such as setting up a new electronic device, helping with a computer issue, installing a new software, setting up AV equipment for an important meeting, etc. Working in a PC and Microsoft environment.
• Invoicing & Reconciliation- Support the Senior Accountant with office expense reconciliation, credit card reconciliations, and paying bills as needed. 
• Ad hoc Projects and Errands- Run the occasional errand (mostly within walking distance of office), review and renew the President’s various subscriptions and memberships, plan the occasional social event for the office, etc.

Our client is a small yet mighty organization, and everyone there wears many hats. There is no room for “that’s not in my job description” attitude- everyone pitches in and helps out where the can. 
This position offers an excellent opportunity for an experienced professional with strong administrative and organizational skills to contribute to a well-run and diversified executive office.  This is a stable and long-term career opportunity!
 

Who- the Candidate:

We are seeking a Senior Office Administrator who has relevant work experience and skills, of course, but also has the personality to mesh well with the collaborative and humble team. Friendly and effective communication skills are key, as is an approachable and down-to-earth style. Candidates will ideally have previous experience with another small yet complex privately-held company- ideally a family office.  Being self-motivated with the ability to work under minimal supervision is also key. We are looking for someone who is happy to seek out tasks and projects, and who is very proactive and resourceful. The ideal person for this role will be able to “look around corners” to figure ways to help out the team and the company.

What- the Knowledge, Skills, & Experience

• At least 5 years relevant and progressive experience in office administration, with a mix of EA tasks, office management tasks, and general administration tasks. 
• Experience directly supporting an executive is preferred.
• Relevant post-secondary education is preferred. 
• Tech savvy, with ability to troubleshoot technology and computer issues that crop up.
• Strong knowledge of Microsoft Office Suite, including Outlook, Word, Teams, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• We’re looking for all sorts of great soft skills in this new Senior Office Administrator! The list includes… detail oriented, organized, patient, resourceful, friendly, humble, mature, easy going, upbeat, proactive, professional, adaptable, loyal, and trustworthy.

Where & When:

Fully in-office role. This organization is headquartered in the heart of downtown Vancouver corporate office, just a short walk away from a SkyTrain station and plenty of amenities.

This is a permanent part-time role and the Administrator will work 30-hours a week, i.e. a 75% work schedule. The hiring executives are flexible on the Administrator’s schedule…it could be 6 hours a day x 5 days a week, it could be 7.5 hours a day x 4 days a week, etc. This is a fantastic role for someone who is seeking a flexible reduced schedule for family reasons or other personal reasons!
 

How Much:

The company will provide their new Senior Office Administrator with a fair base salary, commensurate with administrative experience, skills, and education- $58,000 to $88,000. The salary range is very wide as the company is open minded to a variety of work experience and qualification levels (5 years, 20 years, etc.). Please note that this salary will be pro-rated according to the schedule- for example, a $70,000 annualized salary would be pro-rated to $52,500 (75% of $70,000). The package also includes equivalent to 6% vacation pay (i.e. 3 weeks annualized), health & dental benefits, paid monthly cellphone, and a small discretionary annual bonus.
 

How to Apply: 

Swim Recruiting has been engaged exclusively on this unique search and we will be representing short-listed candidates directly to the hiring team for consideration. If you are interested in this fantastic part-time administrative opportunity with a reputable and very well-established family office, please let us know today and we can discuss further! If you already have a Recruiter at SWIM, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY’ to send us your resume. Thank you!
 

Facilities Assistant (Driver)
Amazing opportunity for a Facilities Assistant with facilities or shipping/receiving experience, the ability to carry 50 lbs, strong multitasking abilities, a valid class 5 driver’s license and clean driving abstract. This role is a 6-month contract with potential for extension if performance and business needs align.
 

Who – The Company: 

A local Vancouver success story with global operations and an impeccable reputation.
 

What- The Role:

You will be responsible for transporting all mail and office furniture to our client’s Vancouver locations, receiving incoming correspondence, shipping outgoing packages, and various facilities frenzied running around duties as required. This role interacts cross-functionally with all internal departments as well as acting as a point of contact with local couriers. The Facilities Assistant frequently handles highly confidential and specialized information, including sensitive, strategic, and organizational information. Your success in this role will depend on your strong multi-tasking abilities, your communication skills and ability to thrive in a constantly changing, high-volume work landscape.

• Transports all packages and furniture between all 4 offices within Vancouver.
• Moves and lifts furniture, delivering to end user while also maintaining furniture inventory.
• Minor furniture repair, plus warranty follow up as needed.
• Constantly creating processes to accommodate our rapid growth and improve our guest service.
• Maintains clear and concise routines for all deliveries with expedience and accuracy, coordinating all tracking, processes and procedures to ensure consistent pick up & organization at each location.
• Organizes mail room so all correspondence is sorted, well-organized and accounted for.
• Liaises with employees to provide support and guidance on interoffice deliveries-related queries and procedures.
• Supports the shipping and facilities team with overflow tasks as needed.

Who – The Candidate:

• Valid class 5 license with a clean driver’s abstract.
• At least 2 years’ experience in Facilities and/or Shipping/Receiving.
• Worked with light duty tools and experience with small furniture repairs.
• Excellent communication skills – verbal and written.
• Extraordinary customer service, organizational and time management skills. 
• Attains high accuracy for numbers and excellent memory.  
• Sound knowledge of MS Office applications as well as familiarity with software technologies – 2Ship & WTS. 
• Responsive problem-solving skills. 
• Excellent team player, as well as ability to work independently. 
• Consistent lifting (max 50lbs). 

How much:

$25-27.75/hr commensurate with experience + 4% vacation pay.
 

Where:

Vancouver, this role is onsite 5 days/week.
 

When & How To Apply: 

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested and already have a Recruiter at Swim, please reach out very soon.

Who - the Company:

Our client, a boutique firm offering investments, insurance and GICs through its group of companies.  

What - the Role:

Part time Administrative Assistant – 30 hour work week. As Administrative Assistant, you will work collaboratively and under the supervision of the Financial Advisor and Licensed Assistant. You will be responsible for a wide range of administrative tasks ensuring an excellent client experience.  
Administrative duties will include but not be limited to booking client meetings, managing documents, files and client database, newsletter creation and send outs, payroll twice monthly, coordinating travel, report generation, client communication, management of office inventory, credit checking, and various ad-hoc project work.  

Who - the Candidate:

An Administrative expert. We are looking for a candidate who thoroughly enjoys administrative tasks, ensuring the smooth running of the office and book of business. You are a self-starter with intuition and curiosity, a problem solver and highly organized individual with exemplary communication skills. You have meticulous attention to detail, excellent customer service skills and a can-do attitude.  
The role requires 2+ years working experience in administration, ideally derived from a similar environment.
 

Where:

Downtown Vancouver. This is an in-office role. Transit friendly location.
  
 

How Much:

Salary will be commensurate with experience and is adjusted to reflect the 30 hour work week, in the range of $42,000 - $45,000 along with 3 weeks vacation and a health spending account post 6 months of employment.  
 

When & How to Apply:

This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.