Receptionist

2 weeks ago

Vancouver, Canada Warrington PCI Management Full time

Warrington PCI Management is the largest commercial property managers in BC. The company manages approximately 18 million sq ft of retail, office, industrial, multi-family and marine properties throughout the Lower Mainland. We are looking for a receptionist to join our team.

This position reports to the Office Manager and requires the individual to be in the office 5 days a week, Monday to Friday.

**Primary Purpose**

The receptionist provides office administration needs for the head office for Warrington PCI Management and PCI Developments and is the first point of contact of all visitors and general tenant inquiries and requests. The receptionist assists the Office Manager to ensure the office spaces is presentable and running smoothly with equipment and supplies.

**Specific Responsibilities**

The responsibilities of this position will include, but not be limited to, the following:
**Reception**
- Administer the phone system and ensuring the contact lists on the phone system is updated and current
- Welcome visitors by greeting them, offering beverages, and contacting the appropriate individuals
- Ensure the reception, kitchen and boardrooms are organized and presentable
- Maintaining the reception phone and property list with any changes in portfolios and building changes
- Coordinating any updates on after-hour contact list with the service provider in a timely manner
- Coordinate with contractors for any scheduled preventative maintenance or service request for the office
- Manage the pick-up for tenants, contractors and clients and other items for our managed properties
- Manage courier deliveries and manage courier records for chargeback
- Sort and distribute incoming mail, courier packages and faxes. This includes scanning and inputting invoices that are received by mail.
- Run monthly reports for chargebacks for printers, postage and couriers
- Assist the Office Manager to ensure all office equipment is in good working order and arranging for service when required.
- Operate the postage machine and ensure mail is sent out in a timely manner
- Coordinate with the Office Manager to maintaining the kitchens and mailroom supplies
- Provide support in the set up and take down of boardrooms and meeting rooms including set-up and take-down for special events or catering for meetings and ensure the space is presentable before and after meetings
- Assist staff in booking boardrooms and meeting rooms
- Observe and provide feedback to improve any systems or processes for the office
- Liaise and coordinate with resident managers, on-site personnel, owners, tenants and contractors as necessary

**Office Administration and Tenant Services**
- Build and maintain strong working relationships and provide best in class service with tenants, strata members, on-site personnel, contractors and owners through clear and friendly communication
- Assist the Office Manager on managing the filing system which includes photocopying, scanning and filing documentation
- Assist the administration team in tenant requests, preparing documentation for mailing including AGM and SGM packages and minutes
- Assist the administration team on vendor updates including getting updated certificate of insurance and new vendor set up documentation as may be required
- Assist in corporate account payable invoices

**Other Responsibilities**
- Providing administrative support for various departments as required, including assisting with vacation coverages
- Train new property administration staff in reception coverage duties

**Qualifications**

To be successful in the Receptionist position, an individual must be committed to developing, maintaining and demonstrating the following:
**Education and Experience**
- Minimum one (1) year of receptionist or administrative experience
- Fluent in English, both written and verbal. Fluency in another language an asset.
- Experience and working knowledge of Yardi Voyager, PayScan, eStrataHub and/or AngusAnywhere is an asset
- An established track record of excellent customer service

**Competencies**
- Reliable attendance and punctuality
- Attentive to client requests and ability to respond in a calm and respectful manner
- Practical judgement and decisive manner
- Excellent communication skills, both written and verbal
- Ability to work efficiently under pressure and maintain a calm focus
- Detail oriented with exceptional analytical and problem-solving abilities
- Positive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment
- A dedication to providing exceptional customer service
- Excellent organization and time management skills with the ability to complete work in a timely manner with accuracy and attention to detail
- Ability to cope with changes including changes in business and client needs
- Ability to work in a fast-pace environment
- Ability to multitask

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Compa

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