Administration & Facilities Manager

The Company Headquartered in Vancouver BC, with smaller international operations across Canada and the US, BQE Water Inc. offers industry leading expertise and unique technological solutions for treating wastewater from mining and metallurgical operations that enable environmentally responsible and socially acceptable extraction of natural resources globally.

The Opportunity BQE is seeking a dynamic, people-first Admin and Facilities Manager to be the operational backbone and the social hub of our corporate head office. In this role you will to ensure the smooth day-to-day operations of the corporate head office and serve as the primary point of contact at reception, alongside streamlining administrative processes, records and documentation. This role is about more than admin – it’s about taking initiative with energy, creating a welcoming, organised, and efficient workplace that fosters collaboration, and being the go-to person for all office-related queries. The ideal candidate is both an operational expert and a cultural catalyst who is proactive, detail-oriented, organised, and skilled at helping people feel supported and connected thrives in a fast-paced environment.

Duties include, but are not limited to:

Reception Serve as primary contact at reception, welcoming staff and visitors

Answer and direct incoming phone calls

Mange incoming and outgoing mail, courier deliveries, and packages

Oversee office access, key fob distribution, and maintain office security procedures

Office Operations Oversee daily office operations, procedures, and administrative systems

Coordinate space planning, workstation setup, and facilitate desk rearrangement

Point of contact for office equipment, boardroom technology, and office supplies needed on a day-to-day basis

Coordinate office maintenance, repairs, renovations, facility-related issues with vendors and landlords, including reporting maintenance issues via online platform and liaising with trades

Management inventory and restocking office supplies, kitchen inventory, and IT peripherals for hotel desks

Maintain a clean, organized and safe office environment through coordination with external cleaners and conduct regular office walkarounds and inspections

Oversee office logistics including equipment, supplies, storage, and filing systems, coordinating maintenance and upgrades as needed

Organize internal and external meetings, including boardroom bookings, parking, access, recordings, meals/refreshments, circulating information and invitations

Manage office telephone system, cell phones and monitor cell phone packages

Monitor office spends and administrative budgets

Streamline administrative processes, implement best practices and provide support that maximizes efficiency and productivity

Office Administration Book flights, car rentals and accommodation for company executives; manage travel agencies and authorizations regarding travel

Maintain office filing systems and tracking systems e.g. access fob/parkade assignments, local accommodation bookings, cleaning schedules

Perform clerical duties such as filing, scanning, photocopying, and data entry

Maintain and update the CEO’s schedule; monitor and add bookings made by the company’s travel agent to their calendar for company visibility re: availability

Administrative support to Finance as needed, such as reconciliation of corporate credit cards and credit applications for vendor purchases.

Culture & Engagement Facilitate new employee office orientations to ensure a seamless onboarding experience

Organize office events e.g. socials, festive dinners, luncheons for clients

Actively participate in at least one internal committee (e.g. Environmental Health & Safety Committee, Social Committee, etc.)

Contribute to a positive, inclusive, and safe workplace experience

IT Coordinate with IT department to setup and troubleshoot computers/software for new hires

Monitor IT ticket supports, flag priorities, and follow up with IT department

Liaise with IT department on all matters related to phones, computers, and server, to help resolve any IT issues experienced by staff

Requirements 3+ years of experience in office administration, operations, or management, preferably in an engineering, construction, or professional firm environment, whereby you owned tasks, projects, processes or functions

Excellent interpersonal abilities, with a collaborative and service-oriented approach

Flexible and proactive, willing to take initiative and adapt to changing business needs

Strong organizational, multitasking, time management and problem-solving skills

Effective written and verbal communication skills

Organized record keeper with attention to detail

Ability to work independently and prioritizes competing demands

Proficiency in Microsoft Office, Outlook and Microsoft Teams, and comfort with technology

Language skills (French, Spanish) an asset

Perks Competitive salary

Paid vacation, plus an additional week of uninterrupted paid leave company-wide around the festive period annually

GRRSP matching contribution up to 5% of gross annual salary

Annual bonus in the form of Restricted Share Units (RSU) subject to approval by the Board of Directors

Up to $1,000 annually in personal development education matching that extends to family members

Extended health benefits upon hire, with a bonus company-funded HSA of $X/year provided upon probation completion

Employee gym, full kitchen, company’s dedicated bike storage, outside patio with BBQ

Cross departmental training and twice monthly ‘CEO Industry Sessions’ to learn from our CEO directly

Compensation $65k to $80k depending on experience.

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