Executive / Administrative Coordinator / Administrative Associate / Office Administrator - contract
VFS GlobalOverview VFS Global, the world’s largest outsourcing and technology services specialist for governments and diplomatic missions worldwide, is currently hiring Executive Administration in our Visa Application Center in Vancouver . The person will specialize in supporting the end to end admin of the Visa Application whilst ensuring quality and ensuring compliance to these specialized processes. This position would require the candidate to travel. Valid Driver License is required Responsibilities Job Description Administrative Operations & Cost Control •Manage daily administration, optimizing expenses for maintenance, utilities, communication, hospitality, and office supplies. •Oversee office infrastructure maintenance, fixtures, and equipment, representing administration during audits. Supervise communication systems, including video conferencing, landlines, mobiles, and digital infrastructure. Procurement & Financial Management Implement and ensure compliance with contracts negotiated with service providers. Ensure efficient management of multiple projects pertaining to infrastructure and procurement. Procure and manage stationery, food, corporate gifts, and other business supplies. Maintain expense records, process invoices, and manage claims and recoveries. Process material management payments through SAP, ensuring compliance with VFAR and purchase policies. Manage petty cash, prepare vouchers, and handle payments for cellular services, entertainment, and vendors. Facility Management & Compliance Coordinate with employees, vendors, and contractors for office procurement, repairs, and maintenance. Maintain financial reports, audits, and office operations documentation. Ensure ISO 14001 compliance for environmental sustainability, managing power, cooling systems, and amenities. Adhere to VFS Administration SOPs, Global Information Security Policies, and Code of Conduct. Ensure license and certification compliance, renewing vendor contracts on time. Manage maintenance contract renewals and vendor relationships. Oversee premises handover and takeover at lease expiry, ensuring clearance certificates. Address inquiries and provide troubleshooting support to ensure customer satisfaction. Sustainability: Promote judicious use of natural resources. Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines. Anti Bribery Management Systems (ABMS) Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual. Understanding of ethical standards and the importance of integrity in business practices. Qualifications Graduate or global equivalent degree Experience Proven experience in administrative management or a similar role within a fast-paced environment. Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) along with familiarity with Microsoft Access, Project, SharePoint, and Windows operating systems. Strong organizational skills with the ability to manage multiple priorities effectively while meeting deadlines. Excellent communication skills in English Experience in procurement, negotiation, records management, and facilities oversight is preferred. Ability to lead teams confidently while fostering a collaborative work environment through leadership qualities and interpersonal skills. Analytical skills to assess operational processes and recommend improvements for efficiency gains. Travel Flexibility :must be willing and available to travel domestically as required for business purposes Flexible working hours:Must be willing to work flexible hours, including evening or weekends when required to support special projects or business needs. Adhoc support to other regions in Americas as needed A proactive ‘can-do’ attitude Flexible / ready and willing to work additional hours, if needed Attractive Pay and Medical benefits Pay: $22.00-$23.00 per hour Benefits: Dental care Paid time off Vision care Application question(…