Receptionist / Office Coordinator, Real Estate

at  Nicola Wealth

ABOUT NICOLA WEALTH:

We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 99% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canada’s Top Employers, we are dedicated to upholding our firm’s values through this phase of significant growth.
By bringing together smart, dedicated and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in a values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for you to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build for the future. If you have this same drive, then let’s talk!

REQUIRED SKILLS & QUALIFICATIONS:

• 3 years of administration experience working in a professional, entrepreneurial office environment, professional services firm or hospitality industry or a combination of education and experience.
• Bonus points if you have previous experience working in real estate or professional services office.
• Occupational first aid certification is an asset.
• Diploma in business administration, or an acceptable combination of education and progressive work experience.
• Advanced knowledge of Office 365 including MS Word, Excel, Outlook, Teams, Sharepoint required.
• Exceptional organizational, time management and prioritization skills, including the ability to multi-task with competing priorities and demands.
• Strong communication skills (both verbal and written) with a proven ability to communicate effectively at all levels across the organization.
• You have the ability to work independently and manage your area of responsibility with minimal oversight.

PURPOSE OF THE ROLE:

First impressions matter. We are looking for a skilled individual to lead our office services in our Real Estate office and offer concierge-style customer service with diplomacy, tact and discretion along with a strong sense of self-initiative. The Receptionist / Office Coordinator is a critical addition to our distributed team of office administration experts, providing the first impression to Nicola Wealth’s Real Estate clients, staff and business partners. Our ideal candidate will be detail-oriented, service-driven and proactive, conscientious, and is confident delivering exceptional service both in-person and over the phone. This role reports to the Director, Office Services and is located in our downtown Real Estate office.

CORE RESPONSIBILITIES:

• Welcome staff, clients and visitors, greeting them and provide a high standard of personal interaction.
• Maintain an organized and presentable reception area, ensuring visitors first impression of Nicola Wealth Real Estate is a positive one.
• Answer a multi-line telephone system, answering questions and transferring calls in a polished and professional manner.
• Manage reception in-box requests in a timely and professional manner.
• Retrieve, sort and redirect incoming mail and couriers; prepare outgoing mail and couriers.
• Manage boardroom/meeting room schedules, facilitate room set up and take down, ensuring space is presentable before and after meetings.
• Assist with catering requirements for meeting and special event planning.
• Implement office procedures ensuring they are in line with corporately defined policies and objectives.
• Apply company policies and procedures to resolve a variety of issues.
• Manage office supplies, monitoring inventory and preparing weekly orders.
• Manage kitchen maintenance including ordering weekly coffee/food orders and kitchen supplies.
• Liaise with key business suppliers supporting our office operations, such as building and facility management, maintenance providers, etc.; taking initiative to resolve any related operational or facility issues that may arise.
• Provide administrative and office support in collaboration with teams across the office.
• Partner with People & Culture to provide assistance with the onboarding of new staff.
• Coordination and support for staff special events.
• Act as an office representative for Nicola Wealth’s Business Continuity Incident Command Team (ICT), First Aid Attendant and Fire Marshall.
• Other projects or tasks as required.