Office Coordinator

VCA Canada Animal Hospitals, Support Office

Location: Calgary, Alberta

Employment Type: Full-time

Compensation: $48,000 to $58,000 based on experience

Reporting: General Manager

The VCA Canada support office has an exciting opportunity available for a dedicated and organized Office Coordinator. Reporting to operations, the successful candidate will provide outstanding day-to-day administrative and facility support, helping to ensure the office runs smoothly and efficiently.  The Office Coordinator is responsible for supporting staff, managing administrative tasks, coordinating office resources, and serving as a key point of contact for internal and external stakeholders.

Our ideal candidate is organized, proactive, and is comfortable learning new functions to provide support across multiple departments. This role suits someone comfortable stepping outside defined responsibilities, embracing learning on the job, and contributing wherever the business requires support. Key responsibilities are:

Operations Administration

• Oversee office operations, including space assignments, office supplies, mail, shipping and package management

• First aid and emergency response protocols to meet on-site facility requirements.

• Provide expense report reconciliation and submissions for leadership and various departments

• Provide document collection and support for business departments and executive leaders

• Coordinate meeting scheduling and logistics, as requested

• Provide expense report reconciliation and submissions for leadership and various departments

• Prepare scheduled and ad hoc reports, as requested

• Support the scheduling of company-wide events across Canada

• Provide hospital administrative support: booking meeting rooms, ordering catering and prepping boardrooms

General Administration

• Provide administrative support to VCA Support Office departments: accounts payable, recruitment, human resources, payroll and IT

• Provides creative and editing support for documents in a variety of platforms and tools

• Monitor the phone system and accurately reroute voicemails

• Ordering and maintaining office supplies and inventory

• Coordinate and manage multiple vendors: cleaners, courier services, building repair and HVAC

• Provide calendar management support for business leaders, as requested

• Planning and coordination of small and large events

• ​Coordinate travel planning and logistics

Facility Administration

• Provide expense report reconciliation and submissions for leadership and various departments

• Oversee the general upkeep of the office and surrounding areas to ensurea clean, safe, and welcoming environment

• Monitor facility conditions and report or arrange repairs as needed

• Maintain kitchen, gym, and coffee stations, including loading and unloading the dishwasher, replenishing supplies, restocking the fridge, and monitoring gym cleanliness and equipment condition

• Printer room: monitor for cleanliness and restocking as required

• Conduct regular walkthroughs to ensure cleanliness and safety

Qualifications

• 3 years minimum experience in an administrative, office coordination and similar role

• Demonstrated proactive administrator who can quickly learn new functions and provide support across multiple departments. This role suits someone who is comfortable stepping outside defined responsibilities, embraces learning on the job, and contributes wherever the business requires support.

• Strong organizational and time management skills

• Excellent written and verbal communication skills

• Proficiency in MS Office, Visio and SharePoint

• Ability to prioritize tasks and work independently

• Maintains a professional presence and builds positive working relationships

What We Can Offer You!

• Well-designed reception desk and workspace

• Supportive and collaborative team environment

• On-site parking

• On-site gym

• Continuing education benefits

• Exceptional Total Rewards: health, wealth and more!

• Wellness resources

• Generous personal pet care discounts

• Amazing doggies on site!

Click Apply!

VCA Canada is committed to providing an inclusive and diverse workplace and is an equal opportunity employer. If you require any assistance, please let us know.

If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.