Coordinator, Office Administration

The Coordinator, Office Administration will ensure that the operations of the club’s office, training facilities and offsite storage programs are functioning smoothly, and that day-to-day administrative needs are being exceeded to ensure efficient, clean, organized and engaging work environments across the club.  This role is responsible for coordinating administrative processes, managing office resources, and serving as a central point of contact for internal and external colleagues.

Key Job Responsibilities

• Daily Office Operations Management The Coordinator will oversee the everyday functioning of the Corporate office, acting as the main point of contact between the property management, vendors, contractors, and other service providers. This includes:
  • First response to all building related inquiries and requests
  • Main contact for building access requests, intercom
  • Maintaining office supplies inventory and placing orders as needed
  • Ensuring all office equipment is maintained and operational.
  • Support onboarding process in collaboration with P&C, IT (welcome and workspace set up, access, facility tour, support new hire orientation as needed)
  • Basic bookkeeping tasks such as reconciling invoices, expense tracking, purchase orders
  • Maintaining digital filing systems and reporting needs with accuracy and confidentiality.
• Building Maintenance & Workplace Health and Safety This role ensures the safety and upkeep of the office, adhering to internal guidelines and provincial health and safety standards:

• • Serve as a point of contact for any building-related issues, including but not limited to security access, cleanliness, and pest control ensuring a safe and well-maintained work environment.
  • Track maintenance requests and follow up to ensure timely resolution
  • Assist in ongoing enhancement and compliance with office policies, safety regulations and emergency procedures
  • Plan and execute safety and evacuation drills and training of designated floor wardens
  • Respond to building related emergencies or issues as required
• Special Project Management
  • Supporting Senior Manager, Facilities Operations & Administration and other G&A division leaders with special projects as required with discretion
• Meeting and Conference Coordination
  • Management of the Meeting Room Booking programs
  • Ensure that all meeting room users follow correct booking and cleanliness procedures
  • Support with day-to-day meeting room set up as required, including occasional F&B requirements and clearing as needed
• Security and Access Management
  • Management of the building and office key access distribution and usage
  • Ensuring security access records are maintained in a secure and confidential manner, providing information and reports as needed
• General Support and Miscellaneous Duties
  Additional duties include:
  • Supporting other G&A departments with administrative duties, such as record-keeping, database management, etc. as needed
  • Occasional access to a vehicle may be beneficial to help support logistical needs.
  • All other duties as required to support the smooth functioning of the Club/front office.

Qualifications

• 2+ years of experience in office administration, facilities coordination, or related administrative support roles in a fast paced central services environment
• Strong organizational and multitasking skills with the ability to manage daily office operations and competing priorities.
• Proficient with Microsoft 365 (Outlook, Excel, Teams, SharePoint) and comfortable maintaining digital filing systems.
• Excellent communication and interpersonal skills, with a service‑oriented approach when interacting with employees, vendors, and visitors.
• Ability to perform basic bookkeeping tasks such as invoice reconciliation, expense tracking, and purchase orders.
• Knowledge of workplace health & safety procedures and ability to support emergency preparedness activities.
• Demonstrated problem‑solving skills and sound judgment when responding to building or operational issues.
• Ability to maintain confidentiality and professionalism, with occasional ability to travel offsite if required.
• Holds a clean and valid BC Drivers License.

The Club

Vancouver Whitecaps FC is the longest-running professional soccer club in Canada and the United States. Since its inaugural season in 1974, the club has united generations of loyal fans in British Columbia and beyond. With academies in eight out of ten provinces, a network of partner clubs, and hundreds of camps and clinics every year, Whitecaps FC provide a foundation for Canada’s soccer future.

We are also strongly committed to providing opportunities to Canadian athletes, both male and female, with the largest soccer development structure in Canada. This includes academy programs in eight of ten provinces across the country.

In addition to building a winning team on and off the pitch, the Club places great importance in giving back to our community, harnessing the power of sport to create a stronger, more equitable & inclusive society through three key community goals: helping meet critical needs, using soccer to build life skills and creating soccer participation opportunities in Indigenous communities.

Vancouver Whitecaps FC believes that diversity and inclusion is critical to our success, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool. This includes but is not limited to people of colour, Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity. Should you require any accommodation throughout the recruitment process, please do not hesitate to contact our People & Culture department.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

No recruiters or agencies, please.

"Within these walls, you are welcomed, accepted, and respected.

Here, no matter who you are or where you come from, you are home. And you’re part of the team regardless of your age, sex, sexual orientation, gender identity or expression, race, marital or family status, disability, or religious belief or non-belief. All we ask is that you be ethical and inclusive in all that you do. Be respectful of all players, fans, and staff, and remember to cheer loudest for the ones wearing the blue and white. Go ‘Caps!"