Office Coordinator

Job summary

Coordinate reception, office administration, facilities, supplies, records, meetings, and workplace services for the Vancouver office. Support employee onboarding and events, HR administration, travel, internal communications, and health and safety activities.

Job details

About Us ZenaTech (Nasdaq: ZENA | FSE: 49Q) is a technology company specializing in AI drones, Drone-as-a-Service (DaaS), enterprise SaaS, and quantum computing solutions for mission-critical business applications. Since 2017, the company has leveraged its software development expertise and expanded its drone design and manufacturing capabilities through ZenaDrone to innovate and enhance customer inspection, monitoring, safety, security, compliance, and surveying processes. ZenaTech serves over 100 enterprise software customers in law enforcement, government, and industrial sectors, with drones used in agriculture, defense, and logistics industries. The company has offices in North America, Europe, and the UAE. Role Summary The Office Coordinator supports the day-to-day administration and operation of the Vancouver office. Serving as the primary reception and check-in contact, this role helps create a welcoming, organized, and safe workplace for nearly 100 employees and assists the Project Admin Manager / Office Manager with facilities, workplace services, employee experience, and office initiatives. Key Responsibilities Serve as the primary point of reception and check-in for employees, visitors, vendors, and contractors; manage incoming calls, mail, couriers, and visitor access while maintaining a professional front-of-office environment Provide day-to-day administrative and operational support to the Project Admin Manager / Office Manager, including follow-up on office priorities, records, and special projects Coordinate meeting scheduling, boardroom bookings, room readiness, and calendar support for leadership Support onboarding and offboarding logistics with IT and HR, including desk setup, equipment, building access, welcome materials, and return of office assets Liaise with facilities partners, the property manager, service vendors, and insurance contacts to coordinate repairs, maintenance requests, access requirements, documentation, and follow-up Track office service requests, vendor contacts, recurring services, invoices, and renewal dates; escalate issues to the Project Admin Manager / Office Manager as needed Order and maintain office supplies, kitchen stock, furniture, and equipment; monitor inventory and shared spaces for an office of nearly 100 employees Help maintain access cards, keys, seating information, and workplace records in coordination with the appropriate internal teams Plan and support office events and employee activities both on site and off site, including venues, catering, supplies, communications, setup, and day-of logistics Assist HR with administrative tasks, including filing, document preparation, and data entry into HR systems Coordinate travel arrangements and expense reporting for staff as needed Support internal communications, including all-hands logistics, office announcements, and workplace updates Maintain organized digital and physical filing systems and handle sensitive information with discretion Assist with health and safety, emergency preparedness, supply checks, and incident log upkeep Qualifications 1–3 years of experience in an administrative or office coordination role Strong organizational skills and attention to detail Proficiency with Microsoft Office / Google Workspace Excellent written and verbal communication skills Ability to multitask and prioritize in a fast-paced environment Experience supporting a medium-to-large office, facilities coordination, or workplace operations is an asset A service-minded approach, sound judgment, and discretion when handling confidential information Post-secondary education is an asset "We are an equal opportunity employer committed to employment equity utilizing hiring practices on merit and business needs. We encourage applications from women, Indigenous peoples, persons with disabilities, members of visible minorities and all others of legally protected status."

What you’ll do

Coordinate reception, office administration, facilities, supplies, records, meetings, and workplace services for the Vancouver office. Support employee onboarding and events, HR administration, travel, internal communications, and health and safety activities.

Requirements

Applicants should have 1–3 years of administrative or office coordination experience, strong organizational and communication skills, and proficiency with Microsoft Office or Google Workspace. Experience supporting a medium-to-large office or coordinating facilities is an asset; post-secondary education is also an asset.

Listed skills

• Google Workspace · Preferred
• Administrative Support · Preferred
• Vendor Coordination · Preferred
• Microsoft Office · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Coordination
• Reception
• Administrative Support
• Facilities Coordination
• Meeting Scheduling
• Onboarding and Offboarding
• Vendor Coordination
• Inventory Management
• Event Planning
• Human Resources Administration
• Travel Coordination
• Internal Communications
• Records Management
• Health and Safety
• Microsoft Office
• Google Workspace

Job areas

• Administrative
• Customer Service & Support
• Human Resources
• Management & Leadership
• Security & Safety

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