Victoria Office Assistant

Location: Victoria, BC
Schedule: In-office, 5 days per week
Hours: 30 hours per week | 9:00 AM – 3:00 PM PT
Salary: $40,000 – $45,000 CAD annually

The Office Assistant is responsible for ensuring our Victoria office remains clean, organized, welcoming, and running smoothly on a day-to-day basis. This role supports the team by maintaining shared spaces, coordinating office supplies and deliveries, welcoming visitors, and assisting with new employee onboarding.

As the primary point of contact for daily office operations, the Office Assistant plays an important role in creating a positive and efficient workplace experience, allowing team members to focus on their work with minimal disruption.

Office Maintenance & Organization

• Maintain a clean, tidy, and organized office environment throughout the day.

• Ensure common areas, including the kitchen, meeting rooms, and shared workspaces, are kept clean and presentable.

• Load and unload the dishwasher daily, ensuring dishes and kitchen supplies are put away.

• Keep kitchen counters, sinks, appliances, and communal areas tidy.

• Ensure meeting rooms are reset and organized after use.

• Monitor recycling, garbage, and general office cleanliness, coordinating with cleaning services as needed.

• Act as the primary contact for office cleaning services, ensuring cleaning schedules are maintained and standards are met.

• Review and coordinate payment of cleaning service invoices, ensuring they are submitted and paid on time in collaboration with the Finance team.

• Identify and address general office maintenance or repair needs.

Office Supplies & Inventory

• Monitor and replenish office supplies, kitchen essentials, cleaning products, and other shared resources.

• Maintain an organized inventory of supplies and place orders as needed.

• Ensure printers and other shared office equipment are stocked and functioning.

Shipping, Receiving & Deliveries

• Receive, sort, and distribute incoming mail, packages, and deliveries.

• Coordinate outgoing shipments, including packaging, preparing shipping labels, and arranging courier pickups.

• Keep the shipping and receiving areas clean and organized.

• Track important deliveries and communicate with relevant team members when packages arrive.

Front Desk, Visitor Management & Office Access

• Serve as the primary point of contact for individuals arriving at the Victoria office.

• Monitor and promptly respond to the front door throughout working hours, welcoming employees, visitors, couriers, vendors, and service providers.

• Take ownership of answering the front door to minimize interruptions to other team members and ensure a smooth, professional visitor experience.

• Coordinate visitor access and direct guests to the appropriate team members or meeting spaces.

• Maintain an organized process for office keys and access, including distributing and tracking keys for new and existing employees.

• Coordinate the return of office keys and access materials when employees leave the company.

New Employee Onboarding & Office Orientation

• Welcome new employees to the Victoria office and provide an introductory walkthrough of the space.

• Familiarize new team members with office facilities, shared spaces, meeting rooms, kitchen amenities, and general office procedures.

• Coordinate the distribution of office keys and access information, ensuring new employees can access the workplace from their first day.

• Support the preparation of new employee workspaces, ensuring they are clean, organized, and ready for arrival.

• Partner with People Operations to ensure a smooth and welcoming in-office onboarding experience.

Office Coordination & Team Support

• Serve as the main point of contact for day-to-day office needs.

• Coordinate with building management, cleaners, and maintenance providers when required.

• Assist with setting up meeting rooms, team lunches, and occasional office events.

• Support the coordination of office-related vendors, services, and administrative tasks.

• Proactively identify opportunities to improve office organization, efficiency, and the overall employee experience.

• Provide general administrative and operational support to the team as needed.

 

What We're Looking For

• Highly organized, proactive, and detail-oriented.

• Takes pride in maintaining a clean, welcoming, and well-functioning workspace.

• Comfortable managing multiple day-to-day tasks independently.

• Strong communication, interpersonal, and problem-solving skills.

• Friendly, approachable, and professional when interacting with employees, visitors, and vendors.

• Reliable, hands-on, and willing to jump in wherever needed.

• Able to anticipate office needs and take initiative without requiring constant direction.

• Previous office coordination, administration, reception, or workplace operations experience is an asset.

What Success Looks Like

• The Victoria office is consistently clean, organized, and well-maintained.

• Kitchen and shared spaces are reset and ready for daily use.

• Office supplies are stocked and readily available.

• Incoming and outgoing packages are handled efficiently.

• The front door is answered promptly, and visitors are welcomed without disrupting the broader team.

• New employees receive a welcoming office orientation and have the keys and access they need from day one.

• Cleaning services are coordinated effectively, and invoices are processed for timely payment.

• Office maintenance issues are addressed promptly.

• Team members can focus on their work knowing day-to-day office operations are taken care of.

Interested?

Send your application here. Application process closes on November 30, 2026.