We are hiring an Office Administrator for a multi-generational family business with a long history in Burnaby’s Real Estate industry. This is a company where the owners are deeply involved with and care about the community, as well as regularly give back through generous charitable donations to hospitals and cancer research.
This is an in-office position Monday to Friday 8:30am-4:30pm. It is a smaller office, and the staff are very warm, friendly, down to earth, and welcoming. The Office Administrator is responsible for managing front desk reception, office administration and staff support duties, and property administration and tenant services coordination.
Responsibilities
Tenant Services and Property Administration:
- Manage front desk and receptionist services, greeting visitors and serving as the first point of contact for tenants and inbound calls.
- Handle phone calls, emails, and clerical tasks related to tenant services, including responding to inquiries, concerns, receiving maintenance requests and dispatching service providers.
- Coordinate tenant move-ins/outs, manage keycards, and arrange property showings with potential tenants and contractors.
- Assist with real estate tasks, including organizing property documents, collecting information from MLS, and coordinating media for marketing materials.
Office Administration and Staff Support:
- Manage staff scheduling, track work and vacation calendars, and coordinate staff lunches and functions.
- Maintain tenant and supplier contact information, organize room keys, and handle document filing (both physical and digital).
- Perform general clerical duties, including scheduling appointments, ordering office supplies, managing mail, collecting business expenses, booking travel and accommodation.
- Assist the accountant with cheque deposits, organizing invoices, and managing Visa statements.
- Coordinate with IT support, troubleshoot tech issues, and liaise with external IT service providers.
- Assist with special deliveries, mail, and courier arrangements, and occasionally cover duties for the Executive Assistant.
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Requirements:
- Experience in Office and/or Property Administration.
- Good customer service skills, with a professional and positive attitude.
- Reliable, self-motivated, organized, and prompt individual. Managing the Front Desk also means arriving at 8:30am every morning and opening the office up for staff.
- Resourcefulness, basic research skills., and general proficiency with computers and software including Microsoft Office.
- Adaptable mindset, as this is a smaller office, staff generally have more variety in their workloads.
- Experience in real estate or property management is a bonus.
Compensation:
- Base Salary: $50k-$65k depending on experience.
- Discretionary Annual bonus.
- 3 weeks vacation.
- Full company extended benefits and life insurance program.
- On-site parking stall provided.
