Reception & Tenant Services Coordinator

at  Triovest Realty Advisors Inc

Triovest, one of Canada’s largest privately-owned commercial real estate companies, is seeking a Reception & Tenant Services Coordinator for our downtown Vancouver office. As the first point of contact for visitors, tenants and clients, you will play a key role in delivering a professional and welcoming experience. In this position, you will provide administrative support to our team and assist with a variety of tasks to ensure smooth day-to-day operations.
This role requires in-office attendance five days per week, Monday through Friday, at Triovest’s downtown Vancouver location. Hours of work will be 8:00am – 4:30pm or 7:30am – 4:00pm (set hours to be determined).

QUALIFICATIONS & ATTRIBUTES

• Successful candidate will hold, at a minimum, a post-secondary diploma or certificate or have equivalent work experience.
• Successful candidate will have a minimum of two (2) years of office administration experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Experience with Yardi and MRI Angus is an asset.
• Experience in the commercial real estate industry is an asset.
• Exceptional and articulate written and verbal communication skills are required.
• A dedication to providing exceptional service to external stakeholders and internal colleagues.
• The ability to adapt to change in a positive way, take initiative and deliver successful results.
• The ability to perform with exceptional integrity, always striving to do the right thing and help to create an environment built on trust, honesty and respect.
• Proven organizational and multi-tasking skills with an ability to meet deadlines with complete ownership and accountability.
• The ability to work both independently and as part of a team in a collaborative and respectful manner; and a team-oriented approach to meeting goals and objectives.
• Embraces inclusivity and values the diverse perspectives within the Triovest team.

TRIOVEST IS AN EQUAL OPPORTUNITY EMPLOYER

At Triovest, we are committed to building a team and culture that embraces diversity as our strength. As Canada’s top private commercial real estate firm, we strive to create an inclusive workplace where everyone feels valued. Our progressive approach means we’re always looking for fresh perspectives and innovative ideas. We’re committed to doing the right thing and living up to our core value of integrity by always following the law. Our Code of Conduct is designed to ensure legal compliance and to build trust with our clients and stakeholders. If you need accommodations, we are here to help—just let us know.
Join us and be part of a forward-thinking team that’s shaping the future of commercial real estate.

• Manage the MRI Angus Tenant Work Order system, assign work orders, follow up on tenant requests with tenants and building operators, and ensure timely completion in line with KPIs.
• Provide Angus MRI reports to Managers on a proactive schedule and as requested.
• Monitor and manage tenant services emails.
• Direct information to the property management team to complete work order requests and address the needs of tenants.
• Engage in routine correspondence, coordination of service, issuing Tenant and Contractor advisories.
• Draft/prepare and distribute tenant notices and communications for the properties.
• Manage tenant engagement applications (if applicable) such as Triovest Access, Lane and Instagram.
• Assist with building/community events coordination, new tenant welcome package, new tenant onboarding and move in/move out coordination.
• Assist with Tenant Satisfaction Surveys and resulting Tenant Survey Action Plans.
• Update and maintain current Building Management documents, databases, manuals, reports and contact lists.
• Administer Tenant Insurance Certificate Program in Angus MRI.
• Set Up/Administer Angus MRI PM Module; provide administrative support to the Manager, Operations.
• Manage and maintain the WPS fire/emergency database/contacts, follow up with tenants as required.
• Assist with general property administration, access card programing, issuing of keys, arranging lock changes, booking of elevators, loading dock booking, booking property amenity spaces, various property waivers, other as assigned.
• Provide back up to Property Administrators and Office Services; provide administrative support to the Property Management team.
• Special projects and other tasks as assigned.
• Perform reception duties; answer and direct phone calls in a professional manner; assist walk in traffic.
• Greet and welcome visitors ensuring they are directed to the appropriate team member or meeting room.
• Coordinate meeting room bookings including setting up rooms with necessary equipment and refreshments.
• Order all office/kitchen supplies and maintain office equipment (if required to backup Office Services).
• Manage office mail and courier services; log and distribute incoming cheques received.
• Manage office kitchen (dishwasher, tidying as required, maintenance of refrigerator).
• Manage office meeting room bookings, office catering, ensuring meeting rooms are clean and stocked; office is tidy and organized.