Office Coordinator

Job summary

Manage the front desk and provide customer service to tenants, visitors, contractors, and staff, while coordinating office facilities, resources, vendors, mail, access, parking, and events. Support staff onboarding with HR and provide executive and backup administrative support to the Director of Property Management.

Job details

The Company UBC Properties Trust (UBCPT) was established in 1988 to create and care for world-class spaces where people can live, learn, and grow.We develop and lease UBC lands, manage rental properties, deliver institutional projects, and provide expert guidance on land use and development. We invite you to learn more on our website. The Opportunity Our two Office Coordinators run the front desk at our Point Grey head office, supporting more than 77 staff, including our Kelowna office. We're hiring one Office Coordinator to support tenants, visitors, contractors and staff in a fast-paced role where no two days are alike. We are looking for a reliable, proactive and organized professional who delivers excellent customer service, manages competing priorities with sound judgement and handles every task with discretion and efficiency. Key Responsibilities Greet and sign in visitors and contractors and notify hosts. Manage shared inboxes and assist with tenant enquiries and complaints. Coordinates facilities, resources, equipment, vendors, service providers, mail (incoming and outgoing), couriers, keys and fobs, parking, event registrations, catering, and the Resident Caretaker on-call schedule. Work with HR on incoming and outgoing staff, including first day safety and ops orientation. Provide executive and backup administrative support to the Director of Property Management. Certified fire warden and first aid. Competencies And Qualifications High school diploma; post-secondary training in office administration is an asset. 1-3 years of work experience in customer service, reception, administration or office management. Intermediate to advanced skills in Microsoft Office Suite. Uses tact and discretion with confidential and sensitive information. Excellent written and verbal communication skills. Resilient and flexible, with the ability to adjust to a dynamic work environment. Experience in real estate or property management, complaint handling, or related systems is an asset. Compensation And Benefits Package At UBC Properties Trust, our benefits exemplify our values and focus on health, family, learning, hard work, and tenure. Some benefits we have to offer (among others we have): Full Extended Benefits (health, dental, and vision) A health and wellness spending account RRSP Contribution Annual performance-based bonus and retention compensation Pet-friendly office Minimum 3 weeks paid vacation (increases with tenure) and 10 paid sick days E04JI800qqf9409eh89

What you’ll do

Manage the front desk and provide customer service to tenants, visitors, contractors, and staff, while coordinating office facilities, resources, vendors, mail, access, parking, and events. Support staff onboarding with HR and provide executive and backup administrative support to the Director of Property Management.

Requirements

A high school diploma is required, and post-secondary training in office administration is an asset; candidates should have 1–3 years of relevant customer service, reception, administration, or office management experience. Intermediate to advanced Microsoft Office skills, strong communication and organizational abilities, discretion with sensitive information, and flexibility are expected; property management or real estate experience is an asset.

Benefits

• Extended Health Benefits
• Dental Benefits
• Vision Benefits
• Health And Wellness Spending Account
• RRSP Contributions
• Annual Performance-Based Bonus
• Retention Compensation
• Pet-Friendly Office
• Minimum Three Weeks Of Paid Vacation, Increasing With Tenure
• 10 Paid Sick Days

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Office Administration · Preferred
• Prioritization · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Reception
• Office Administration
• Office Management
• Microsoft Office Suite
• Written Communication
• Verbal Communication
• Organization
• Prioritization
• Judgment
• Discretion
• Complaint Handling
• Facilities Coordination
• Administrative Support
• Flexibility
• Resilience

Job areas

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