Office Manager (Pitt Meadows - Hybrid)

About WISI At WISI, we’ve been delivering innovative, carrier‑grade video delivery solutions for nearly a century. Our technology powers world‑class user experiences for video operators around the globe. About the Role We are seeking an organized, proactive, and detail‑oriented Office Manager to support the day‑to‑day operations of our Pitt Meadows office. This role plays a central part in ensuring a smooth, skilled, and well‑functioning workplace workplace. Purpose of the Role The Office Manager is responsible for creating and maintaining a positive, efficient, and well‑organized office environment that enables employees to do their best work. This role serves as a key point of coordination across the organization, supporting operational effectiveness, enhancing employee experience, and ensuring administrative processes and workplace standards are consistently maintained. Key Accountabilities Office Operations & Facilities Management - Oversee daily office operations to ensure a clean, organized, safe, and functional workspace - Coordinate office maintenance and refurbishments, desk moves, and office layout changes - Act as the first point of contact for office facilities and manage related matters, including: - Liaison with building management - All facility‑related requests from employees - Building access requirements (keys, fobs, access levels) - Visitor procedures and sign‑in protocols - Alarm system operation and maintenance - Coordinate vendors and monitor vendor contracts, including cleaning services, pest control, waste management, and maintenance providers - Be included on the alarm monitoring emergency contact list and respond to alarm activations as required, including attending the office if necessary, outside of regular business hours - Manage and purchase office supplies and equipment, snacks and drinks, and kitchen supplies, ensuring consistent availability - Take ownership of the overall office experience, ensuring a professional, welcoming, and well‑functioning environment for employees and visitors - Monitor and track office and facilities expenses, review vendor costs and contracts, and support the preparation of budget proposals during annual budgeting Health & Safety Support - Participate in and support the Joint Health & Safety Committee (JOHSC) - Ensure the JOHSC is properly maintained and functioning administratively (committee composition, documentation, scheduling) - Assist with coordination of workplace inspections, documentation, and follow‑up actions - Participate in the planning and delivery of the annual Health & Safety training presentation to ensure company‑wide compliance - Support a safe and compliant workplace environment Administrative Support & Office Coordination - Provide administrative support, as needed, across departments including assisting Marketing with tradeshow logistics and updates to product collateral and marketing materials - Coordinate meetings, logistics, and day‑to‑day office requests, including company‑wide meetings and events (e.g., monthly Town Halls, Wins of the month) with room set‑up and communications - Coordinate leadership quarterly and annual meetings (room booking, catering, and logistics) - Coordinate internal training sessions and workshops - Act as a central point of coordination for office‑related support - Manage general office communications, including facilities notices and office updates. - Act as the primary point of contact for visitors, ensuring a welcoming and professional experience Onboarding & Employee Experience - Coordinate onboarding and offboarding logistics, including workspace setup, equipment and materials provisioning, exit interviews, and equipment collection - Manage swag, welcome kits, and onboarding supplies - Plan and coordinate internal company events and team activities, including quarterly social events and seasonal parties (e.g., potlucks, picnics, Halloween Party, Christmas Party) - Work with the Leadership Team to schedule, plan, and deliver the annual company All Hands event, including meetings, catering, social events, and team‑building activities - Administer the All‑Hands feedback survey and consolidate insights for leadership review - Encourage departments to schedule quarterly team lunches - Maintain a positive, organized, fun, and engaging office environment Recruitment & HR Administrative Support - Support recruitment coordination, including posting roles via HRIS (e.g., BambooHR), scheduling interviews, and coordinating candidate communication - Provide HR administrative support: tracking and issuing reminders for scheduled HR processes (e.g., performance reviews, eNPS) and maintaining non‑sensitive HR records Documentation & Administrative Process Support - Work with the CEO and VP, Finance and Operations to maintain and organize the policies in the employee handbook, benefits documents, and other resource documents for employees provided on the HRIS - Regularly review and assess all company policies and procedures with management to ensure they are complete, accurate, current, and accessible - Support version control and document consistency across all departments - Assist with compliance with ISO, regulatory, and customer contract requirements on policies and procedures and reporting requirements Internal Collaboration - Support internal teams with operational and administrative needs - Act as a reliable and responsive point of contact across the organization - Provide administrative and organizational assistance with ad‑hoc company projects and initiatives across all departments as required - Identify and implement improvements to office processes, vendor coordination, and administrative practices Core Competencies - Organization & Planning – Manages multiple priorities effectively and meets deadlines; maintains structured, organized workflows; anticipates needs and ensures smooth office operations - Attention to Detail – Ensures accuracy and completeness across systems, documentation, and tasks; maintains high‑quality records and coordination; identifies and corrects errors proactively - Communication & Responsiveness – Communicates clearly and professionally with internal teams and vendors; responds to requests in a timely and helpful manner; acts as a dependable and approachable point of contact - Ownership & Accountability – Takes responsibility for tasks through to completion; demonstrates reliability and follow‑through; proactively resolves issues and closes gaps - Collaboration & Service Mindset – Works effectively across teams and supports colleagues; demonstrates a positive “happy to help” approach; builds strong working relationships across the organization - Adaptability & Initiative – Comfortable working in a dynamic, evolving environment; takes initiative to improve processes and solve problems; steps in to support where needed without direction Skills & Experience Experience - Minimum of 5 years of experience in office administration and coordination roles - Experience supporting multiple stakeholders in a fast‑paced environment - Experience with facilities coordination or vendor management is an asset Technical & Systems Skills - Proficient in Microsoft Office (Outlook, Word, Excel, Teams) - Experience with HRIS systems (e.g., BambooHR) or similar tools is an asset - Comfortable learning current systems and technologies - Experience with ERP/CRM systems (e.g., NetSuite) is an asset Core Skills - Robust organizational and time management skills - High attention to detail and accuracy - Strong written and verbal communication skills - Ability to prioritize and manage multiple tasks effectively - Practical problem‑solving and coordination abilities - Ability to build trust and work effectively with a wide range of personalities and roles Why You’ll Love Working Here - Meaningful, Innovative Work – Join a small, high‑impact team delivering world‑class video solutions. You’ll work in an agile, hands‑on environment where your ideas shape the future of video delivery—and your own growth. - Continuous Learning & Growth – Learning is one of our core values. Access lunch & learns, training programs, courses, coaching, and ongoing development opportunities. - Benefits & Total Rewards – We offer a competitive total rewards package designed to support your health, wellbeing, and long‑term financial future, including but not limited to: - Comprehensive health, dental, and vision coverage - Employee & Family Assistance Program (EFAP) to support you and your family - Health & Wellness Spending Account, giving you flexibility to use benefits where you need them most - RRSP matching program to help you plan for the future - Flexibility That Works – Enjoy a hybrid setup in Canada (3 days in office, 2 from home) - You’re Celebrated – Enjoy your birthday off – This is YOUR day! - Purpose Beyond the Job – Paid volunteer hours so you can support causes you care about. - People You’ll Love Working With – Collaborate with talented, driven, and genuinely supportive teammates who enjoy what they do. - Connection at Scale – Our annual All Hands brings together our global team for learning, collaboration, and memorable team‑building. - Award‑Winning Culture – Be part of a Certified Great Place to Work – 7 years running and recognized on the 2025 Best Workplaces in British Columbia list. We are an equal opportunity employer and a proudly diverse company. We do not discriminate based on race, color, religion, national origin, sex, gender identity or expression, sexual orientation, age, marital status, language, disability status, veteran status, or any other characteristic protected by law. We welcome applicants from all backgrounds and provide reasonable accommodations as needed to ensure an inclusive hiring …