Office Services Administrator

at  Wesgroup Properties

Wesgroup Properties started as a family business in British Columbia more than 60 years ago and today is one of Western Canada’s largest private real estate companies with a diversified portfolio spanning across residential and commercial real estate. Wesgroup owns and manages over 3.7 million square feet of commercial and multi-family real estate and has built more than 7,000 homes in 100 communities. With the active projects in our development pipeline, the portfolio will grow to over 7 million square feet over the next six years. Our operations are vertically integrated, encompassing land acquisition, construction, finance, design, marketing, sales, leasing, and property management. We have a long history of looking forward and we are dedicated to conducting business in line with our values of adaptability, accountability, relationships, and observing The Golden Rule without fail.
Wesgroup is poised for significant growth over the next few years and in preparation for this exciting and challenging phase, we are actively seeking a customer service-oriented Office Services Administrator to join our Office Services team.
Reporting to the Manager, Office Services, the Office Services Administrator will be responsible for the day-to-day operations of our office alongside our Office Services team. The successful candidate will ensure that our office runs smoothly and efficiently, and that all employees have the resources they need to perform their jobs effectively.

QUALIFICATIONS AND KNOWLEDGE:

• Minimum 1 year of relevant administrative experience (e.g., office administrator at a medium-sized company or administrative assistant), within a professional, fast-paced, entrepreneurial office environment.
• Strong organizational, time management, and prioritization skills, including the ability to multi-task with competing priorities and demands.
• Ability to work independently and thrive in your area of responsibility with minimal oversight.
• Proven ability to interact with various departments and communicate effectively with all levels from Executive to Administration, office to site, and everything in between.
• Excellent understanding of business professionalism and the ability to work effectively under pressure, while maintaining attention to detail at all times.
• Exceptional interpersonal and communication skills (both verbal and written) are required.
• Positive attitude and a desire to help others is a core requirement.
• Highly proficient in the Microsoft Office suite of applications, including Outlook, Word, Excel, PowerPoint, and other web-based applications.
• Reliable, dedicated, self-motivated, and adaptable with a strong willingness to learn and continuously challenge oneself.
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• Welcome visitors by greeting them when they arrive for their meetings.
• Retrieve, sort, and distribute incoming and outgoing mail.
• Maintain an organized and presentable reception area, ensuring visitors’ first impressions of Wesgroup is a positive one when they walk through the front door.
• Answering all incoming phone calls.
• Facilitate boardroom set up and take down for internal and external meetings, ensuring space is presentable before and after meetings. Schedule meetings and book boardrooms as required. Help set up catering as needed.
• Under the direction of the Manager, Office Services, help plan and organize events, social gatherings, and be an integral part of Wesgroup’s Culture Committee.
• Manage office supplies, including monitoring inventory, preparing orders as needed, and making sure photocopiers are filled.
• Act as an Office Fire and Safety Warden.
• Oversee the tidiness and stock for the kitchen, including coordinating the ordering of weekly food orders, kitchen supplies, and equipment as required.
• Provide administrative support to other departments, including People & Culture, Safety, and/or Accounting.
• Complete administrative duties: data entry, printing, scanning, photocopying, faxing, mailing, filing, retrieval of documents, referencing materials, maintaining spreadsheets, and ad-hoc tasks as required.
• Handle offsite Iron Mountain storage requests.
• Troubleshoot and maintain office equipment, including placing service requests with the Technology department or outside vendors.
• Observe and continuously seek improvements to office organization and set up.
• Own the office environment to ensure all common areas, kitchens, and boardrooms are organized, presentable, and well-stocked.
• Provide coverage for the Receptionist during vacation/sick/personal days.
• Collaborate closely with the Receptionist and Manager, Office Services on all Office Services responsibilities and initiatives.
• Perform other routine clerical and administrative functions as required.