Job Posting 87714

Operations Administrator
Vancouver & Lower Mainland
closed 4 days ago (Fri, 23 Sep)
full time


POSITION: Operations Administrator


At MOSAIC, we take pride in providing a supportive, diverse, and inclusive workplace where employees can trust that their ideas and contributions are valued. MOSAIC is proud to be a certified Living Wage Employer. We have been recognized in the 2019 List of Best Workplaces™ in Canada (100-999 employees), the 2020 list of Best Workplaces Managed by Women and 2021 List of Best Workplaces™ in Canada (100-999 employees) by the Great Place to Work® Institute. We are one of Canada’s largest settlement organizations with over 45 years of experience engaging close to 400 staff and over 500 volunteers. Our employees benefit from incorporating many diverse perspectives and taking part in a variety of training opportunities. Come join a vibrant organization that makes a difference in people’s lives!


The Operations Administrator is responsible for a variety of tasks in facilities, purchasing, equipment maintenance, and related areas. While directly reporting to the Operations Manager, the position may also provide support to the IT Manager and other department management as required.


  • Engage with trades people, building management and maintenance, MOSAIC site managers, and other building tenants about facilities-related matters
  • Install, program, and set up office equipment/systems (e.g. copiers, fax machines, postage machines, voicemail and telephone systems), and furniture
  • Monitor building maintenance, janitorial services, and equipment and perform on-the-spot repairs and clean-ups when required
  • Conduct site inspections and report potential hazards and/or need for external maintenance and repair
  • Collect data about required leasehold improvements and defects of building systems (HVAC, plumbing, electrical, telephone, network, etc.)
  • Working with the Operations Manager, monitor and control the status of renovations in existing and new leased space
  • Order and purchase equipment, software, supplies, tools, and services as assigned and process invoices on a timely basis
  • Maintain and distribute electronic and paper records (invoices, packing slips, purchase orders, asset tracking, maintenance schedules, lease schedules, insurance schedules, etc.) for Operations and IT departments
  • Organize storage space, maintain supplies stock, and conduct inventories of records and equipment in preparation for disposal
  • Assist with coordination, preparation, and distribution of presentations, reports, grant applications, proposals, and budgets
  • Research suppliers/trades for Operations and IT needs and present recommendations to Managers
  • Upon request, provide support to the Health, Safety and Security Team (HSST)


  • Knowledgeable in standard office equipment; MS Office suite; familiarity with building systems (HVAC, electrical, plumbing, telephone)
  • English communication skills, with other languages an asset
  • Customer service experience
  • Culturally sensitive, tactful, discrete, diplomatic, patient, flexible
  • Organized, detail-oriented, and accuracy with numbers
  • Able to set priorities, meet deadlines, schedule multiple tasks, problem solve, and be adaptable to the immediate needs of internal customers
  • Able to work independently and with a team
  • Hands-on experience in facilities/equipment maintenance (minor repairs and installations)
  • Administrative experience in record-keeping (electronic and paper) and in purchase documentation and processing
  • Experience in a multicultural environment and/or non-profit sector an asset
  • Sitting, standing, bending, and ability to lift 10 kg
  • Current satisfactory Criminal Record Check if required by policy, law and/or employment contract
  • Valid B.C. driver’s license

HOURS: 35 hrs per week, with requirement to work flexible shift/hours, evenings, and weekends as assigned

STARTING PAY: Commensurate with experience. A competitive benefits package is provided with contracts of at least 1 year in length and which offer a minimum of 17.5 hours of work per week.


Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

Thanks for looking on and good luck with your job search!