Administrative Assistant/receptionist - Vancouver, Canada - Rize Alliance Properties

Description

Rize is a boutique real estate developer focused on large-scale, design-forward, commercial and residential communities.

With over 30 years of experience, we create unique, meaningful, and inspiring places to live, work and learn throughout Metro Vancouver.

We are growing and continually searching for the right people to join our Team.

Rize is a dynamic work environment with an entrepreneurial culture that is high-performing yet relaxed. It is a place where suits are rare and working smart is the norm.

Each project we undertake has an underlying uniqueness that forms a fundamental part of our DNA, and we take great pride in building communities that are functional, beautiful and accessible.

The single most important brand ambassador for Rize is the first person you meet when you walk into our office.

This is a unique role that takes on the Reception duties while also keeping your eye on the office as a whole.

The key to success is your ability to take pride in the significant diversity of tasks you face, knowing that all are crucial to our success.

This is a full-time role working Monday to Friday from 9:00 a.m. - 5:00 p.m. with potential opportunities to increase hours up to full-time in the future.


Major Responsibilities:


Reception

• Answers phones in a polite and professional fashion and directs phone calls to the appropriate person. If necessary, takes the initiative to find the right person to address the caller's needs.
• Maintains a basic knowledge of the business of Rize Alliance and the functions of different employees to be able to direct inquiries to the right person.
• Tracks the whereabouts of employees in the event that someone must contact them.
• Opens the office in the morning and closes it at the end of the day.
• Schedules meeting rooms, sets up rooms for presentations, orders lunch, etc. Ensures rooms are tidy, equipment is stored after the presentation, and dishes are cleared.
• Processes and distributes incoming and outgoing mail and couriers on a daily basis
• Greet/screen/direct visitors.
• Update and distribute the employee contact list to the team.
• Order and set up office phones for new employees and assist others with their questions/problems with their office phones.
• Assist with onboarding new employees
• Assist with offboarding employees
• Tidy up the kitchen, order kitchen supplies, and load and unload the dishwasher.
• Process and distribute incoming and outgoing mail and couriers.
• Monitor visitor access and maintain security awareness.
• Hold and keep track of office petty cash and create petty cash expense reports for the accounting department.
• Liaise with the accounting department to process invoices and ensure appropriate approvals for expenses are obtained
• Assists the Accounting Department with bank deposits
• Manage employee's expense accounts and assist with submitting receipts
• Create and distribute companywide office announcements.
• Provide administrative assistance to the Marketing department when needed.
• Manages office equipment inventory.

Office Administration

• Ensures that the office is kept in a clean and orderly condition and that the office and kitchen are well stocked with supplies.
• Maintains and updates storage database and purges files and records when appropriate and in such a way as to maintain the confidentiality of the information contained in them.
• Actively seeks ways to improve the filing/storage system for documents, or other aspects of the daytoday operation of the office
• Maintains a program to ensure the smooth running and usage of all office and kitchen equipment including photocopier, postage machine, coffee machine, etc., and office furniture and fixtures. Calls for services and orders office supplies when necessary.
• Contact the office building's tenant services regarding the team's various requests and needs relating to the office.
• Liaise with the office building operation team for the building/officerelated work and send out notices to the team regarding such work.
• Assist in office safety procedures and ensure emergency equipment is up to date.
• Schedule servicing and repairs when necessary.
• Assist with creating and sending PM rent roll increase letters.
• Assist with creating and sending PM rent receipts.
• Assist with completing Rydoo employee expenses.
• Prepare vendor invoice summary for project teams.
• Assist with various booking inquiries (i.e., Meeting rooms, restaurants, venues etc.)
• Assist with travel bookings/planning (i.e., hotels, flights, reservations, etc.)
• Prepare vendor invoice summary for Project Teams

General Administration

• May provide assistance in the preparation of documents or presentations as requested.
• Assist the Property Management department with administrative tasks on a weekly basis.