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.