Reception and Office Coordinator
posted 1 week ago

Description

The Team

Our commitment to real estate has been steadfast since 1968. Over 55 years, we’ve realized that we’re not just shaping properties; we’re actively contributing to communities and enriching lives. This spirit is evident in our developments, charitable work, and every team member at Porte. When individuals find fulfillment in their roles, incredible things happen.

Considering a career with Porte brings an abundance of opportunity. You become integral to a supportive and diverse team that encourages growth and beyond that, you’ll enjoy a variety of Porte Perks, including:

• ‘Kickstart Mondays’ with coffee and weekend banter.
• Weekly fitness training sessions.
• Friday happy hour (rooftop edition, weather permitting!).
• Regular training and educational events throughout the year.
• A vibrant social committee ensures we have fun together.

Our commitment to community-building is embedded in our culture, and every Porte team member is invited to actively participate. From fundraising during the holiday season for the Food Bank to matching employee donations and running a charity, Cassie + Friends – make a difference. Each of our new developments contributes to the community by donating $100 per home built to the Breakfast Club of Canada, ensuring no child goes to school hungry.

Joining Porte means becoming a vital member of a second-generation, family-run company with a legacy of over 55 years of success and progressive leadership in the real estate industry. Our ambitious plans include expanding residential rental and commercial portfolios, reaching new markets across BC and Calgary, and providing homes for hundreds of homeowners annually.

Join a team where every role is an opportunity to make a meaningful impact. Welcome to Porte – where growth, community, and success are more than words; they’re a way of life.

Explore more about us at porte.ca

Job Summary:

This role combines office administration and reception duties, ideal for a highly organized and proactive individual. The successful candidate will not only manage front desk responsibilities but will also support our property management team with various administrative tasks. We are looking for someone who can effectively multitask and thrive in a dynamic environment.

JOB DUTIES

• Provide exceptional service to both internal and external customers.
• Handle incoming calls efficiently, routing them to the appropriate individual and managing message delivery.
• Welcome visitors warmly, assist them as needed, and direct them to the correct individual.
• Oversee the receipt and dispatch of courier packages and mail.
• Maintain a clean and organized office environment, including the kitchen area.
• Facilitate the daily huddle by ensuring:

• The 9:05 AM meetings start on time Zoom.

• Weekly statistics are recorded and analyzed to highlight trends.

• Coffee and treats are provided on Kickstart Mondays.

Office Coordinator Tasks

• Collaborate with the People & Culture manager to update the staff regularly and communicate changes to the team.
• Support the onboarding process for new employees.
• Coordinate celebrations for birthdays, special occasions, anniversaries, and staff socials, including lunch & learns.
• Plan and execute all Porte Social events (e.g., Happy Hour, Holiday Parties, Retreats) with assistance from the social committee.
• Keep the kitchen well-stocked with food and beverages.
• Foster a fun, supportive, and effective work environment.

Administrative and General Office Support

• Assist the Porte team by preparing documents like letters, and proposals, and assisting with research as needed.
• Support property management with arrangements for temporary house rentals for upcoming development projects.
• Manage stationery and office supplies inventory, ensuring they are always adequately stocked.
• Prepare and analyze reports on company statistics and track courier receipts by project for accounting.
• Organize and manage office facilities including space planning, equipment maintenance, and systems management.
• Handle budgeting for office supplies and events to prevent overspending.
• Maintain the company website by:

• Updating content to keep it relevant and fresh.

• Ensuring all links and functionalities are operational.

• Liaising with web developers for necessary updates.

• Support the accounting team with processing invoices and managing payables and receivables.

Property Management Team Support

• Assist with customer service tasks, and manage Commercial tenant move-ins and move-outs.
• Conduct regular customer service calls for both Commercial and Residential tenants and assist with surveys.
• Handle tenant maintenance requests and online inquiries through Yardi.
• Ensure the information showing on the residential property websites is accurate and up to date
• Participate in Property Management meetings and assist the Vice President of Asset & Property Management with investor communications and reporting.
• Perform additional duties as needed.

Teamwork and Supervision

• Collaborate with the Development and Property Management teams and external consultants to represent the company effectively in all interactions with stakeholders.

Working Conditions:

• Standard office hours are from Monday to Friday, 8:30 AM to 5:00 PM.
• Participation in Porte social events and celebrations outside of regular office hours is required.

Qualifications:

Required Training, Experience, Knowledge, Skills, and Abilities:

• A high school diploma is essential, with a preference for candidates having additional post-secondary education in office administration or customer experience.
• A minimum of 2 years of experience in reception or office administration.
• Familiarity with website platforms like WordPress is beneficial but not mandatory.
• Excellent written and verbal communication skills.
• Proficient administrative skills.
• Strong orientation towards customer service, with a commitment to exceeding expectations.
• Effective interpersonal skills, capable of positive interactions with owners, customers, consultants, industry professionals, and community stakeholders.
• Basic proficiency in graphic design software, such as Canva, is advantageous.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

COMPENSATION:

We offer a competitive compensation package, including:

• Salary Range: $50,000 – $55,000.
• An excellent employer-paid Extended Health & Dental Benefits, Life.
• Referral bonus program.
• Company’s perks/discounts (i.e. Goodlife Gym membership, perkopolis etc.).
• RRSP contribution.
• You will work within a dynamic, driven, high-achieving, close-knit, and fun-loving team.

At Porte we prioritize the well-being and satisfaction of our team, ensuring a comprehensive compensation package that goes beyond the numbers.

Job Type: Full Time

Job Location: Vancouver

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