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Office Administrator

3 months ago

Vancouver Metro Vancouver Regional District, CA RIFO GROUP Full time

Position Overview

The Office Administrator is responsible for managing a wide range of administrative and clerical tasks to ensure the efficient operation of the office. This role involves interacting with realtors, students, visitors, and the general public, providing essential support services, and maintaining a professional and organized office environment.

Key Responsibilities

  1. Communication and Reception:
    • Answer all incoming calls and handle caller inquiries whenever possible.
    • Receive, direct, and relay telephone and fax messages.
    • Greet, assist, and/or direct realtors, students, visitors, and the general public.
  2. Administrative Support:
    • Provide word-processing and secretarial support.
    • Prepare documents including reports, spreadsheets, correspondence, meeting minutes, and presentations in an accurate and timely manner.
    • Maintain an adequate inventory of office supplies, including MLS forms from the REB.
  3. Mail and Documentation:
    • Pick up and deliver mail, arrange for couriers.
    • Open and date stamp all general correspondence and mail.
    • Check all listings thoroughly, ensuring proper documentation, BCFSA forms, disclosures, and FINTRAC/CREA forms are received and completed.
    • Manage listing uploads and deal checks.
  4. Office Management:
    • Ensure the office, including conference rooms and bullpen areas, is neat and tidy.
    • Manage conference room scheduling.
    • Plan and organize training sessions as required.
    • Add or remove realtors from systems and databases as they join or leave the office.
    • Keep adequate credit card records for Salespersons.
    • Assist with monthly and quarterly billing.
  5. Financial and Legal Support:
    • Liaise with Accounting regarding monthly billing, A/P, and collections.
    • Correspond with Building Management as needed.
    • Enter and deposit Buyers’ cheques/drafts when required.
    • Assist with the printing of excess funds when required.
    • Provide support to Conveyance and Management as needed.
  6. Technology and Online Support:
    • Provide realtors support via online search services such as Strata Plans, Title Searches, Covenants, and Leases.
    • Send all listings and manage their process, including broker loading.
  7. Other Duties:
    • Respond to important messages, calls, and emails after hours.
    • Provide support to other offices as required.
    • Perform other related duties as required.
    • Maintain a high degree of discretion and confidentiality.
    • Dress appropriately for work (business casual attire).

Key Skills and Attributes

  • Excellent communication and interpersonal skills.
  • Strong organizational and time management abilities.
  • Proficiency in word processing and other office software.
  • Attention to detail and accuracy.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Professional demeanor and business casual attire.

Job Types: Full-time, Permanent

Pay: $17.41-$27.38 per hour

Benefits:

  • Company events
  • Dental care
  • Extended health care
  • On-site parking

Schedule:

  • 8 hour shift
  • Monday to Friday

Education:

  • Bachelor's Degree (preferred)

Experience:

  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year (preferred)

Language:

  • Mandarin (preferred)

Work Location: In person

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