ABOUT TOWNLINE

The Townline Group is a real estate development company primarily focused in the Lower Mainland and Vancouver Island. Our development and construction portfolios are diverse and consist of mixed-used multi-family and commercial construction, as well as non-market and purpose-built rental housing. Townline is a well-rounded company with proven teams specialized in the areas of Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care all housed under one roof. Townline has been building homes since 1981 and believe diversity is the cornerstone to our success and longevity.
Currently our Vancouver Head Office is in search of an outgoing individual to join our team in the role of Office Coordinator. The ideal candidate is a highly organized individual who is an effective communicator, a creative problem solver and someone who thrives in a collaborative team environment. This is an exciting opportunity for someone who would like to work with one of BC’s most respected and proven residential and mixed-use developers. Townline offers a competitive compensation package, a transportation allowance, a comprehensive health benefits program, a complimentary on-site gym/wellness centre and bike storage. As well, our office is conveniently located right on the Canada Line at Marine Gateway.
The Office Coordinator is an integral part of the office administrative team and is the first point of contact for our visitors. The successful candidate will have a high attention to detail, be organized and punctual, and can prioritize a multitude of tasks within a fast-paced work environment.

General Duties Responsibilities of an Officer Coordinator include but are not limited to:

• Greet visitors, announcing their arrival and directing them to a meeting room as required.
• Manage the switchboard, directing incoming calls, taking messages, forwarding voicemails and answering general inquiries.
• Managing the general office email account; responding to inquiries and forwarding emails/ fax message to the appropriate personnel.
• Process all incoming emails to the info email account.
• Manage the accounts payable inbox; forward payable invoices to each department
• Fax out documents as required.
• Process incoming/outgoing postage mail, courier services and small packages for outbound shipping.
• Maintain the kitchen in a clean and orderly manner; ordering kitchen supplies as needed
• Maintain coffee stations and refill supplies.
• Oversee meeting room calendars, assisting with bookings and virtual meeting set-ups.
• Update all internal directories.
• Process tenancy requests & resolving issues for the office such as activating access cards, booking loading docks and freight elevators
• Prepare supply orders for the office, sites and sales centers as needed.
• Correspond with property management to address office-related matters.
• Participate as a Floor Warden with Fire & Safety Committee for the office; maintaining health & safety binder, completing online fire and safety training and drills.
• Coordinate business card orders.
• Reconcile monthly supply invoices.
• Maintain copier rooms in an orderly manner; submitting service and supplies requests for all printers and fax machine
• Book and track corporate travel reservations for flights and hotels.
• Co-chair of the Social Committee; preparing for and attending monthly team meetings, planning, coordinating and assisting with the execution of staff events, and other related social events/projects.
• Assist Executive Assistant with administrative tasks as required.
• Assist People and Culture with administrative tasks as requested; creating orientation manuals for head office.
• Complete assigned onboarding and offboarding tasks on BambooHR.
• Assist Office Manager; receiving IT equipment, assigning, and tracking telephone extensions, updating the telephone system corporate directory greeting script.
• Coordinate equipment with the IT department.
• Coordinate cheque pick up at month end.
• Assist the sales team with receiving bank drafts and providing receipts for sales projects.
• Provide additional administrative support to other departments as requested; scanning, printing, forwarding department invoices/ payment receipts, binder prep, creating labels, laminating documents, reports, filing documents, preparing and scheduling couriers etc.
• Other duties as required.

SKILLS & REQUIREMENTS:

• Education: Post-secondary education related General Office Administration would be an asset.
• Experience: At least two (2) years of work experience ideally in an office environment.
• Computer Skills: Proficiency in Microsoft Office (Excel, Word, PowerPoints, Outlook, etc.).
• Strong interpersonal, and communication skills including written and verbal.
• Able to communicate effectively with all levels of employees and outside parties.
• A team player who works well in a collaborative environment.
• A self-starter and quick learner who takes direction well and is able to work with minimal supervision.
• Able to handle a substantial workload, multitask, and prioritize in a fast-paced environment.
• A creative thinker and effective problem solver.
• Strong customer focus and an excellent telephone etiquette.
• Able to attend company events as a social committee member on the occasional weekend as required.
• Strong work ethic, attention to detail, and excellent planning and organizational skills.
• A positive attitude and a professional image.
• Able to take direction from multiple sources.
• Willing to ask questions and find solutions.
• Available to work in the office located at Marine Gateway, 8:30 AM – 5:00 PM Monday – Friday.

• Greet visitors, announcing their arrival and directing them to a meeting room as required.
• Manage the switchboard, directing incoming calls, taking messages, forwarding voicemails and answering general inquiries.
• Managing the general office email account; responding to inquiries and forwarding emails/ fax message to the appropriate personnel.
• Process all incoming emails to the info email account.
• Manage the accounts payable inbox; forward payable invoices to each department
• Fax out documents as required.
• Process incoming/outgoing postage mail, courier services and small packages for outbound shipping.
• Maintain the kitchen in a clean and orderly manner; ordering kitchen supplies as needed
• Maintain coffee stations and refill supplies.
• Oversee meeting room calendars, assisting with bookings and virtual meeting set-ups.
• Update all internal directories.
• Process tenancy requests & resolving issues for the office such as activating access cards, booking loading docks and freight elevators
• Prepare supply orders for the office, sites and sales centers as needed.
• Correspond with property management to address office-related matters.
• Participate as a Floor Warden with Fire & Safety Committee for the office; maintaining health & safety binder, completing online fire and safety training and drills.
• Coordinate business card orders.
• Reconcile monthly supply invoices.
• Maintain copier rooms in an orderly manner; submitting service and supplies requests for all printers and fax machine
• Book and track corporate travel reservations for flights and hotels.
• Co-chair of the Social Committee; preparing for and attending monthly team meetings, planning, coordinating and assisting with the execution of staff events, and other related social events/projects.
• Assist Executive Assistant with administrative tasks as required.
• Assist People and Culture with administrative tasks as requested; creating orientation manuals for head office.
• Complete assigned onboarding and offboarding tasks on BambooHR.
• Assist Office Manager; receiving IT equipment, assigning, and tracking telephone extensions, updating the telephone system corporate directory greeting script.
• Coordinate equipment with the IT department.
• Coordinate cheque pick up at month end.
• Assist the sales team with receiving bank drafts and providing receipts for sales projects.
• Provide additional administrative support to other departments as requested; scanning, printing, forwarding department invoices/ payment receipts, binder prep, creating labels, laminating documents, reports, filing documents, preparing and scheduling couriers etc.
• Other duties as required