Office Coordinator

Department: Facilities/HSEQ Location: CAN - Halifax Compensation: $45,000 - $47,000 / year Description Description Job Title: Office Coordinator Location: Halifax, NS and Victoria, BC Employment Type: Part-Time, Permanent (Three Days a Week) Annual Salary: $45,000 - $47,000 About BMT BMT is dedicated to tackling the most crucial engineering challenges of our era, fostering an environment where individuals with exceptional technical expertise provide meaningful, practical solutions. Committed to creating a safer, more efficient, effective, and sustainable future, BMT values diversity, equity, and inclusion, recognizing their pivotal role in achieving our business purpose. Learn more about BMT at www.bmt.org. Position Summary The Office Coordinator serves as a key member of the Administration team, ensuring a seamless office experience for employees, visitors, contractors, and business partners while providing administrative, facilities, and operational support across the organization. Working closely with team members, this individual coordinates office operations, facilities management, technology support, vendor relationships, company initiatives, and workplace events. The role contributes to operational excellence through proactive problem-solving, process improvement, cost management, and a strong commitment to employee experience, health and safety, and environmental sustainability. Key Responsibilities Facilities & Office Operations Manage office and light industrial facilities through effective coordination of external contractors, vendors, and landlord services to ensure facilities are maintained to corporate standards. Oversee facilities maintenance activities, including HVAC, electrical, plumbing, janitorial services, landscaping, snow removal, waste management, and other building-related services. Serve as the primary liaison with landlords, service providers, and contractors to ensure planned and unplanned maintenance activities are completed efficiently and effectively. Coordinate office space planning, workstation allocation, office moves, and workplace layout changes. Monitor office operating expenses and support facilities budgeting, cost control, and invoice processing. Promote environmentally sustainable workplace practices through waste reduction, recycling initiatives, energy conservation efforts, and responsible procurement. Ensure the facility, workspaces, desks, and kitchen areas remain clean, organized, and well-maintained. Ensure bulletin boards are current, organized, and updated with relevant information. Technology Coordination Coordinate with managed IT coordinator to support office technology needs. Serve as the primary liaison between employees and IT coordinator to facilitate the timely resolution of technical issues. Coordinate technology setup for new hires and office relocations, including workstations, telecommunication equipment, printers, and audiovisual systems. Assist with inventory tracking and management of office technology assets. Support meeting room technology and ensure equipment is functioning properly. Employee Experience Serve as a primary point of contact for employees, visitors, vendors, and business partners, ensuring a professional and welcoming office environment. Coordinate visitor access, meeting room bookings, and office hospitality services. Participate in employee onboarding and offboarding processes, including workspace setup, building access, office equipment coordination, and orientation support of office and IT. Health, Safety & Security Coordinate workplace health and safety activities and support compliance with applicable occupational health and safety regulations. Participate in workplace inspections, emergency preparedness planning, incident reporting, and corrective action follow-up. Maintain and communicate emergency procedures and coordinate emergency response resources. Coordinate office security measures, including access cards, key management, visitor protocols, and liaison with building security personnel. Support security clearance administration and related documentation, as required. Vendor & Administrative Support Manage vendor relationships and maintain high service standards from all external providers. Maintain office policies, procedures, vendor contracts, facilities records, and operational documentation. Order and manage office supplies, kitchen supplies, cleaning materials, and other workplace necessities. Organize company meetings, training sessions, employee events, lunches, and other office activities. Prepare shipments, courier packages, and related documentation as required. Perform general administrative duties and special projects as assigned. Continuous Improvement Identify opportunities to improve office processes, service delivery, workplace experience, and operational efficiency. Develop and maintain standardized procedures to support business continuity and operational excellence. Recommend improvements that enhance workplace functionality, employee productivity, and cost effectiveness. Education, Skills, Knowledge & Expertise Education & Experience Minimum 5 years of experience in facilities management, office administration, or a related role. Demonstrated experience coordinating contractors, vendors, and external service providers. Experience managing facilities in both office and light industrial environments preferred. Experience processing invoices and controlling operational costs. Experience supporting workplace technology and coordinating IT service is considered an asset. Knowledge & Skills Strong knowledge of facilities management principles and contractor coordination. Familiarity with Ontario Occupational Health and Safety legislation and workplace safety best practices. Excellent organizational, time management, and prioritization skills. Strong interpersonal and customer service skills with the ability to build effective working relationships. Strong written and verbal communication skills. Ability to manage multiple priorities while maintaining accuracy, professionalism, and attention to detail. Strong problem-solving and continuous improvement mindset. Proficiency with Microsoft 365 applications including Outlook, Teams, Word, Excel, and PowerPoint. Other Requirements Ability to obtain and maintain required Security Clearance. Ability to occasionally lift and move office supplies and equipment up to 25 lbs. Work Environment Part-time, on-site role requiring attendance in the office three (3) days per week. Regular interaction with employees, contractors, vendors, building management, and visitors. Job Benefits Part-time employees receive PTO, 9 paid holidays, and 1 floating holiday. Don’t hesitate to ask more about our benefits during the hiring process. Disclaimer BMT hires talented people and welcomes applications from everyone. BMT is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, genetic information, national origin, disability, protected veteran status or any other characteristic protected by law. Apply online Does this sound like you? If so, please submit your application as soon as possible. We look forward to learning more about you. A message to recruitment agencies: We receive applications exclusively via our ATS. Please note that we do not accept CVs submitted via email to the HR department or staff within our Operational teams. We will not progress CVs shared on a speculative basis by email and you accept our right to pursue such candidates with no obligation to third-party terms and conditions or liability to a fee

The Office Coordinator manages daily office and light industrial facility operations, including vendor coordination and maintenance. The role also supports employee experience through onboarding, technology coordination, and workplace health and safety compliance.

Requires a minimum of 5 years of experience in facilities management or office administration with a strong background in contractor coordination. Proficiency in Microsoft 365 and knowledge of occupational health and safety legislation are essential.

• Paid Time Off • 9 Paid Holidays • 1 Floating Holiday

• Gestion du tempsSouhaitée
• Service à la clientèleSouhaitée
• Résolution de problèmesSouhaitée
• Gestion des stocksSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Facilities Management
• Office Administration
• Vendor Management
• Contractor Coordination
• Occupational Health and Safety
• Budgeting
• Microsoft 365
• Employee Onboarding
• Space Planning
• Inventory Management
• Customer Service
• Time Management
• Problem Solving
• Written Communication
• Verbal Communication
• Process Improvement

• Administrative
• Security & Safety
• Environmental & Sustainability
• Management & Leadership
• Consulting

Expérience minimale

5+ ans

Postuler avant le

25 sept. 2026

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Niveau d’expérience

Entry level