Brightside Community Homes Foundation (“Brightside”) is a private-sector, non-profit organization that owns and manages 26 buildings across the city of Vancouver, providing affordable homes to those who struggle to meet the demands of market housing. In addition to property management, Brightside is committed to building connections within the Brightside communities that include over 1000 residents.

 

OPPORTUNITY

Brightside is currently seeking to fill a full-time, permanent position to join our dynamic administrative services team in the role of the Office Coordinator & IT Generalist, reporting directly to the Manager, People & Administrative Operations. This is a hybrid role that includes both in-person, in-office work in our downtown office and remote work opportunities. This position will be focused on achieving/maintaining a safe, vibrant, and high-performing workplace environment that allows the Brightside team to perform at their best and create meaningful impact in our community. This position will require some flexibility with their schedule as some duties and/or priorities may necessitate scheduling outside of regular business hours.

 

MAIN AREAS OF FOCUS

  • To work collaboratively and cross-departmentally to ensure smooth operations and access to information and resources in support of Brightside’s delivery of affordable housing.
  • To oversee the coordination and maintenance of Brightside’s physical office space(s) including its furniture, equipment, supplies, and other facilities.
  • To assist with the administration and maintenance of our ShareVision CRM database, and all other computer, cellular, internet, network, cloud, and other related systems.
  • To develop and maintain a culture of cyber security awareness, data protection, and adherence to data and document handling best practices to ensure the security and safety of information.

 

KEY DUTIES & ACCOUNTABILITIES

  • Coordinate the ongoing assignment (and re-assignment) of offices, work-stations, and/or sublets at Brightside’s Head Office;
  • Coordinate the administrative needs of centralized office operations with tact, diplomacy, and composure;
  • Coordinate the administration, maintenance, and/or repairs of computers, laptops, photocopiers, printers, scanners, audio/visual, and other office equipment;
  • Facilitate asset management, tracking, recovery, and/or remote deletion of user assignments (ie. laptops, tablets, mobile phones, access cards);
  • Arrange for ethical recycling of old and/or damaged equipment;
  • Together with the Manager, People & Administrative Operations, serve as an ongoing Database Administrator for the ShareVision CRM database and assist with troubleshooting, system and user access, development, and/or maintenance;
  • Provide general support for hybrid office, meeting room, and cloud systems for remote work
  • Anticipate the unexpected and problem-solve accordingly;
  • Coordinate, implement, monitor and enforce office safety protocols, while also serving as an on-site Safety Officer or Fire Warden;
  • Assist with the management of accounts, groups, and other duties in support of staff onboarding/offboarding;
  • Provide ongoing training on proper use of computers, database, office and cellular phones, and other office and IT-related equipment;
  • Develop and maintain internal training documents, how-to videos, and/or screenshare tutorials;
  • In support of the Communications team, contribute to the ongoing development, maintenance, and improvement of Brightside’s website;
  • Provide general IT support and assist with IT troubleshooting needs;
  • Escalate appropriate matters to Manager, People & Administrative Operations, or IT contractor/specialists (KVC Systems), as required;
  • Liaise with Property Management company as it relates to Brightside’s commercial office space and ongoing tenancy;
  • Facilitate requests for resources, supplies, and/or special equipment;
  • Research, source, and purchase goods and services in accordance with Brightside’s Procurement Policy and ESG-weighted sourcing;
  • Ensure adequate inventory of office supplies are maintained on an ongoing basis;
  • Place purchase orders, track and organize expenses, and ensure delivery and proper distribution of orders;
  • Coordinate and assist with ad hoc administration, special events, scheduling, catering, setup, takedown, etc., as required; and
  • Other duties and/or projects as assigned by the Manager, People & Administrative Operations and/or the COO.

The preceding job description is not exhaustive and may change from time to time depending on the needs of the Foundation.

 

QUALIFICATIONS & DESIRED SKILLS

  • Minimum of two (2) years varied administrative experience in a professional, high-performing, office environment.
  • Proven ability to troubleshoot intermediate IT issues, supported by sound practical knowledge of Office 365 and Windows-based programs including Word, Excel, and PowerPoint.
  • A keen understanding of “the cloud”, audio/visual equipment as it relates to hybrid offices and remote work, and a general aptitude (and interest) for working with devices, equipment, software, and other interrelated systems.
  • Proven ability to demonstrate patience, tolerance, diplomacy and exercise tact and good judgement.
  • Excellent interpersonal, communication, problem solving, and conflict resolution skills; a team player with a positive attitude and courteous in working with all levels of staff and management.
  • Proven ability to be flexible, agile, and able to adapt to changing priorities.
  • Bachelor’s degree and/or relevant certification, education, experience, and/or training would be an asset.
  • Classes or formal training in cyber security and first aid (OFA Level 1) would also be considered assets.
  • Must possess a valid Driver’ license with a clean driving record.

 

ADDITIONAL INFORMATION

The successful incumbent will be an IT savvy, self-starter with well-developed organization, administrative, and inter-personal skills, with a proven ability to work effectively with minimal supervision. They will be solutions-oriented, possess excellent communications skills (both written and verbal), and be accustomed to being resourceful and thinking creatively. They will promote and foster a culture and environment that is productive, open, empowering, safe, and equitable and inspire others to conduct themselves in the same way. Ideally, the successful incumbent will be highly detail-oriented, strive for service excellence, and have a desire to work for a mission-driven organization. A criminal record check for working with vulnerable children and adults is required for this position.

Brightside has pledged a “Commitment to Diversity and Inclusion”; the successful incumbent will be aligned with this commitment and the organization’s core values. Brightside is also proud to be a certified Living Wage employer. Expected salary range for this position: $54,000-$59,000/year (to commensurate with experience) with a generous Paid Time Off (PTO) benefit. A competitive extended health, dental, and vision package is provided to qualified employees upon hiring. An employer matching RRSP program (as well as other additional benefits) is offered after three (3) months of successful employment.

 

HOW TO APPLY

Brightside is an inclusive employer and encourages applications from women, persons with disabilities, members of visible minorities, First Nations, people of all sexual orientations and gender identities. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.

If you think you’d be a good fit for Brightside and this position, we invite you to submit
your resume and cover letter in PDF format to careers@brightsidehomes.ca with “Office Coordinator & IT Generalist + {Your Name}” in the subject line.

Postings will remain open until the specified submission deadline or until filled. We thank all applicants for their interest in these career opportunities, however, only candidates selected for an interview will be contacted. We thank all applicants for their interest.

 

Posted September 12, 2023