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Facilities Workplace Specialist

Looking to make an impact in workplace operations? As a Facilities Workplace Specialist, youll handle service requests, track budgets, process purchase orders, and build strong relationships with internal teams and vendors to support seamless workplace operations.
Bring your organizational skills, relationship-building expertise, and passion for smooth operations to this exciting, fast-paced role!
This is a 1-year contract. Hybrid working model of minimum 3 days onsite and 2 remote.

Who- the Company:

Exciting opportunity to join a fast-growing international Vancouver based apparel company and one of Vancouver’s finest! Our client is a people-centric organization and known for their collaborative team culture.
 

What- the Role:

Our client is seeking a highly organized and detail-oriented Facilities Workplace Specialist to provide administrative and coordination support for workplace projects, space requests, and office updates. The Facilities Workplace Specialist will play a key role in tracking budgets, managing purchase orders, scheduling meetings, liaising with vendors, and ensuring smooth execution of workplace initiatives.
 
While the primary focus is on operations and coordination, this role will also contribute to maintaining workplace standards and assisting with space planning decisions.
 
Project Coordination & Administrative Support

• Organize and schedule meetings, workback schedules, and project timelines for the Workplace Design team.
• Assist in tracking budgets, processing invoices, and managing purchase orders for office moves, renovations, and furniture requests.
• Handle expense reporting and invoice coding, ensuring timely processing.
• Document meeting notes and follow up on action items to keep projects on track.

Facilities & Workplace Support

• Triage furniture and space requests from the organization, handling straightforward requests independently and escalating complex needs as necessary.
• Source and purchase furniture for new hires, office moves, and renovations, ensuring compliance with budget and workplace design standards.
• Maintain and update office floor plans to reflect space changes.
• Collaborate with office services and building operators to facilitate space updates and team moves.

Vendor & Stakeholder Liaison

• Serve as the primary point of contact for vendors related to workplace furniture, space planning, and renovations.
• Coordinate with vendors for furniture orders, deliveries, and installation to ensure smooth execution.

Workspace Standards & Design Guidance

• Ensure all workspace updates and furniture decisions align with client’s space standards and guidelines.
• Provide basic space planning support, working closely with the team on layout updates and workplace improvements.
• Support sourcing of new workplace furniture and explore creative solutions to enhance the office built environment.

Who – the Candidate:

• Experience in administrative support, facilities coordination, or workplace operations.
• Experience working with internal service delivery teams, managing requests, and negotiating solutions to balance business needs with operational feasibility.
• Experience working with vendors, service providers, or procurement teams.
• Strong organizational and project coordination skills, with the ability to manage multiple tasks.
• Experience handling budgets, purchase orders, and invoice tracking.
• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint) and project management tools.
• Excellent communication and relationship-building skills to collaborate with internal teams and external vendors.
• Familiarity with AutoCAD or space planning software is a plus but not required.
• Ability to work independently, prioritize tasks effectively, and maintain attention to detail.
• An Interest in architecture, interior design, and space planning with a focus on office design.

How Much:

Hourly rate of $30-31.50/hr commensurate with experience + 4% vacation pay.
 

Where:

Vancouver, BC.
 

When & How to Apply:

This search is moving very quickly. Swim will be presenting short-listed candidates directly to the hiring team for consideration. If interested, please reach out very soon!

A successful, reputable, and professional organization is seeking an experienced Senior Administrative Assistant to join their established office team. This is a newly created part-time position that will assist our client’s tight-knit team with administrative and accounting functions.

Who- the company:

Our client is a private family real estate office operating in Vancouver for almost 100 years. They have successful real estate investments in British Columbia, Alberta, and Seattle and they actively pursue direct real estate and joint venture development opportunities.

What- the role:

Our client is seeking a tenured Senior Administrative Assistant on a part-time basis (approximately 20 hours/week) for a 3-month contract, with the chance to extend or be converted into a permanent position. This newly created role will report directly to the Controller/Corporate Secretary and will mainly assist in administrative, accounting, and reporting functions. See responsibilities below:

• Administration:
  • Responsible for organizing incoming and outgoing mail
  • Manage office supplies
  • Assist in compilation of Board Report packages
  • Assist with travel arrangements
  • Manage various invites and meeting requests
  • Ad hoc administrative duties
• Accounting:
  • Assist with daily banking
  • Set up wire transfers and payments
  • Check balances daily
  • Manage expense claims
  • Assist with Accounts Payable
  • Complete bank reconciliations
  • Complete monthly journal entries and GST reconciliation and filing
• Reporting:
  • Assist with compiling information for annual audits, annual insurance renewal process, and annual reporting to lenders

Who- the candidate:

We are looking for an organized, efficient, mature, responsible, and competent professional with 3+ years of Senior Administration experience. Qualifications listed below:

• 3-4 years of Senior Administration and/or Executive Assistant experience
• 2+ years of basic accounting experience; skilled in Accounts Payable, general journal entries, and basic reconciliations.
• Tech-savvy and experienced MS Office Suite user, specifically MS Outlook, Word, and Excel.
• Comfortable using accounting software, managing back-ups, and coordinating with IT providers as necessary.
• Strong written and verbal communication skills.
• Detail-oriented, adaptable, and excellent at juggling multiple priorities.

Where- the location:

Our client is located in the heart of downtown Vancouver. This is a fully in-office role.

How much- the pay:

Commensurate with experience, the hourly rate for this role ranges from $25/hr. to $40/hr. Their office building amenities also include a gym/fitness room and bike lockers which the employee will be able to use!

When & how to apply:

There will be two in-person interviews for the role. 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 in Word format.

Sample Operations Coordinator

Looking to combine your organizational skills with relationship-building in the dynamic world of retail and apparel? Join our client as a Sample Operations Coordinator, where youll collaborate with product developers, designers, overseas vendors, and cross-functional teams to manage seasonal colour samples and streamline processes.
Clear communication, Excel expertise, and a passion for teamwork are key to thriving in this fast-paced, collaborative environment!
This is a 1-year contract. Hybrid working model of 4 days onsite and 1 remote.
 

Who- the Company:

Exciting opportunity to join a fast-growing international Vancouver based apparel company and one of Vancouver’s finest! Our client is a people-centric organization and known for their collaborative team culture.
 

What- the Role:

The Sample Operations Coordinator will have the opportunity to coordinate and manage all colour samples for our client, both physical and 3D. This position requires an enthusiastic, self-motivated and dependable individual to process all needs in a timely and accurate manner.
 

• Work with cross-functional teams to manage all seasonal colour sample requests (physical, 3D, confirmation and fabric curtains).
• Manage and track sample delivery and orders.
• Manage seasonal colour and 3D assets sample library from intake through to exit of samples.
• Partner with colour standard vendor to facilitate flow of standard needs through to vendors.
• Coordinate with Global Merchandising and Sewing team to manage all fabric curtains samples to be created in the sample room.
• Act as a key liaison between coloured sample partners and Global Merchandising teams.
• Contribute and facilitate bi-weekly coloured sample calls.\Ensure the efficiency and accuracy of data or other materials being sent and received.
• Provide project related and task level support as needed.
• Identify and work independently and collaboratively to drive solutions to issues.
• Assist in developing plans for process improvement for future seasons.

Who – the Candidate:

• Exceptional written, verbal, and interpersonal communication skills.
• Self-directed, timely, and reliable in planning and execution of responsibilities.
• Extremely organized and able to manage time effectively.
• Must be an effective team player who can work across departments and with multiple partners to achieve goals under tight deadlines.
• Ability to work in a fast paced, deadline driven environment and has a willingness to learn.
• Proficient in using Microsoft Excel and can quickly learn software systems.
• You have 0-2 years experience working for a vertical retail, apparel experience preferred.

How Much:

Hourly rate of 27-28.50/hr commensurate with experience + 4% vacation pay.
 

Where:

Vancouver, BC .
 

When & How to Apply:

This search is moving very quickly. Swim will be presenting short-listed candidates directly to the hiring team for consideration. If interested, please reach out very soon!

Exciting Sales Administrative Opportunity in Maple Ridge/Mission, BC!

Who - the Company:

A global leader in manufacturing and exporting high-quality building materials since the 1960’s. Known for excellence, they are rapidly becoming an industry leader in rooving wood products.

What - the Role:

This role provides key administrative sales support to the Sales Manager and involves light inside sales activities, including phone, email, and online customer inquiries—no cold calling. You'll explain product features, address concerns, follow up on inquiries, and eventually handle quotes, sales terms, and order processing. Additional duties include light accounting, logistics, and general administration.

• Answer incoming calls and follow up on customer inquiries.
• Respond to emails and online leads.
• Assist with accounting (e.g., invoicing, AP/AR).
• Support logistics and shipments.
• Perform general administrative tasks as needed.

Who - the Candidate:

We’re looking for a reliable, friendly, and organized individual with 2+ years of experience in a similar industry (e.g., building materials, trucking, construction). You need to be comfortable picking up the phone and thrive on customer interaction.

• 2+ years of administrative experience, ideally supporting sales.
• Proficient in MS Office; knowledge of QuickBooks or Sage 50 is a plus.
• Professional phone manner and strong communication skills.
• Freight forwarding or accounting experience is an asset.

Where:

Nestled between the Fraser River and Golden Ears Mountain, this role is best suited for individuals living in Mission, Maple Ridge, Abbotsford, or nearby areas. A car is essential due to limited transit access.

How Much:

Base salary will be commensurate with experience, education, and skills, and could range anywhere from $50,000 to $55,000. Additionally, they extended health benefits coverage. Please discuss your base salary and total compensation expectations in more detail with SWIM.

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.

PROFESSIONAL TIME SAVER. This is a unique opportunity for a highly organized, proactive, and flexible Personal Assistant to support a busy executive with his professional, personal, and travel schedules (usually all three intertwine extensively). The role offers a dynamic and fast-paced work environment with opportunity for growth, mentorship, and fun-while-working-hard. If you thrive in a varied role and are eager to make a meaningful impact on the life of a successful business leader by recovering his most valuable resource- TIME- then we want to hear from you!

Who- the Company:

Our client is a highly reputable and successful professional services firm with clients across North America. The company is known for its long-term, consultative, and strategic approach to business, with a significant focus on relationships. Although headquartered in Vancouver, the firm has offices in a few major cities across Canada and expanding into new markets.

What- the Role:

The firm has been growing year over year it was in 2020, and as the company gets busier, so does the Founder/Owner/Managing Partner. The time has come for the Partner to hire a dedicated Personal Assistant whose #1 mandate will be: Save Time for their Boss. The Personal Assistant will be empowered to achieve this overarching goal in a variety of ways and the role will evolve with time as the PA gets to know the cadence, challenges, and time constraints of the Partner’s work, personal, and travel schedules. Every day will be different in this role- on any given day the PA may be finding a new client to join the Partner at the hockey game that night due to a last minute cancelation, dealing with a residential landscaping company, changing a flight, driving the Partner to an important meeting while he finalizes a presentation, sourcing and buying a thoughtful gift for a client, or generally figuring out how to make the Partner’s extremely busy work schedule line up nicely with his personal family schedule.

The Partner has an excellent remote Executive Assistant who takes care of things like calendaring, emailing clients to book meetings, and making restaurant reservations, but due to time zone differences, the local new PA will also support these areas on occasion.  He also has staff on the household front, a travel agent, an accountant, and other service providers. The PA will be in charge of tying these strings together so that schedules and communication are streamlined.

What makes this opportunity special are: the firm’s incredible reputation in the market, the opportunity for year-over-year professional development and earning potential as a top-tier personal assistant, the tight-knit team of amazing people to work with and have fun with, and the value of benefiting from the mentorship and guidance of a kind, inspiring, and well-respected business leader. SWIM will provide interested candidates with a more thorough job description and list of responsibilities.
 

Who- the Candidate:

We are looking for a Personal Assistant who is highly flexible, organized, and reliable, with exceptional attention to detail. Ideal candidates for this role will be intuitive, proactive, and eager to solve problems with a sense of urgency and care. The new PA will thrive in a fast-paced ever-changing environment, will embrace variety, and will demonstrate a willingness to support across multiple areas of the Partner’s professional and personal life. With a self-motivated and entrepreneurial spirit, the PA will be passionate, curious, and love finding efficiencies and new ways to reclaim time for the executive so he can devote more hours to strategic business matters. We seek individuals who confidently take the initiative, and who can tackle a wide range of personal, administrative, financial, and operational tasks with dedication and resourcefulness.

Qualified candidates will have at least 3 years’ experience as a Personal Assistant or Executive Assistant. Post-secondary education in a related area such as business, commerce, or communications is preferred. Work experience in a very fast-paced hospitality or service role will be viewed favourably.

SWIM is seeking someone who is accountable, adaptable, and responsive, maintaining a high level of professionalism and confidentiality. Strong verbal and written communication skills are essential, allowing for effective interaction with internal and external stakeholders who are based around the world. We value problem-solvers with a positive, can-do attitude who thrive under pressure. The ideal candidate will be proficient with technology and time-saving tools. They should be resourceful and mostly independent but willing to seek clarification and direction as needed to ensure success.

Where:

The firm is headquartered in downtown Vancouver, but the Partner and his family live in Coquitlam. It is highly preferred that the Personal Assistant live either in Vancouver or Coquitlam area (Tri-Cities). Ideally the PA will also have access to their own working vehicle and will hold a clean, valid driver’s license (please note that any work travel aside from home-to-office commute will be reimbursed). The PA will occasionally join the Partner and/or his team on business trips in Canada and the US- the frequency and length of these work trips can be determined upon selection of a finalist, based on how much they enjoy doing work travel. Candidates must have a valid passport and ability to travel within North American.

How Much:

Base salary will be commensurate with personal assistance work experience and skills- currently the range is quite wide at $64,000 to $90,000, with room to grow over the years based on performance and goal achievement. Please discuss your total compensation expectations in more detail with SWIM. Additionally, the PA will receive health & dental benefits, paid vacation, and an annual team-building trip somewhere hot (like Mexico, Hawaii, Florida). Work travel costs and mileage will be covered.

When & How to Apply:

Swim Recruiting has been engaged as the exclusive recruitment partner on this important search and will be presenting the profiles of shortlisted candidates directly to the hiring Managing Partner for review. 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' to send us your resume (preferably in MS Word format as it works best with our internal systems). Given this role is so much about soft skills/personality match, custom cover letters are very welcome- but not necessary. Thank you!