Office Coordinator

Kosmos Group

is an engineering consulting firm specializing in electrical power generation, transmission, substation, and distribution. We support public and private utilities, consultants, and contractors across the U.S. and Canada, providing end-to-end engineering solutions, including conceptual design, feasibility study, detailed design, construction drawing package, field inspection, project closeout documentation, and more

Kosmos Group is looking for an

to join our team in our Burnaby office. This position will report directly to the Vice President. The successful candidate will primarily assist with day-to-day office operations across different departments, such as Project, Finance, and Proposal, ensuring the smooth running of the office. The role involves working both one-to-one with our Vice President and on a broader basis with internal team members.

This role is full-time in the office for the first three months, then transitions to a hybrid schedule of four days in the office and one day from home.

The primary duties include:

- Daily office routine, Administrative works

- Handle the process of purchasing office supplies and/or restocking office groceries

- Bank deposits

- Prepare and submit expenses for Managers and directors

- Coordination of catering for internal and external meetings

- Planning and execution of social events for team members

- Liaison with property management in the office building

- Issue and submit invoices for multiple projects while managing accounts receivable and accounts payable processes

- Monitor Expenses, track budgets, and add change orders for multiple projects

- Provide administrative support to project managers in

- Project setup, entering document, approvals and resources into Deltek Vantage Point (ERP)

- Assist in preparing project reports and other project documents

- Supports proposal development and submission (incl. gathering details, drafts, edits, reviews)

- Supports marketing initiatives (incl. digital platforms, collaterals, and other branded materials and artwork)

- Assist with the onboarding of new team members, update the IT inventory list

- Liaise with Information Technology and Human Resources departments to assist with new hire employee set-up, including equipment, workstations, and program licenses, as well as aid in the troubleshooting and resolution of office equipment matters

- Attend project meetings (e.g., scheduling reviews, financial reviews, progress meetings) and provide status updates and analysis

- Generate regular reports (e.g., weekly/monthly reports) on project status, including schedule updates, cost performance, and other key performance indicators (KPIs)

- All other duties as assigned

Required

- Working knowledge of basic accounting principles, including invoicing, accounts receivable, and accounts payable processes,

- Ability to build effective working relationships across the organization and work in a fast-paced/high-stress environment

- Excellent communication skills, including verbal and written

- Ability to take initiative and personal commitment to work on multiple projects and details concurrently, follow up, and bring tasks and projects to full completion

- Ability to exercise discretion in handling confidential and sensitive information

- Must possess a high level of professionalism, attention to detail, and integrity

- Proficient in Microsoft Word, Excel, PowerPoint, and related programs

- Familiar with social media platforms and professional networking platforms such as LinkedIn

- Willing to learn and use new computer technologies and programs

- Previous consulting, engineering, or regulated utility organization experience is preferred

- Knowledge of collaborative tools such as Microsoft Teams, SharePoint, etc., is a plus

- Knowledge or experience with Illustrator, Canva, Photoshop, CRM, and/or Salesforce is a plus

- Ability to push or lift to 25 lbs

- Minimal travel may be required

We’re seeking passionate individuals who bring fresh perspectives and innovative ideas. This is an exciting time to join our team as we gear up to grow and tackle future challenges. We prioritize safety, foster collaboration, act with integrity, respect all perspectives, and embrace forward-thinking. Are you ready to be a part of the journey?

Kosmos Group is committed to ensuring equal employment opportunities for all job applicants and employees. Employment decisions are based upon job-related reasons regardless of an applicant's race, colour, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, genetic information, protected veteran status, or any other st