Office Manager

6 months ago

Vancouver, Canada Warrington PCI Management Full time

**About Us**

**WARRINGTON PCI MANAGEMENT**

Warrington PCI Management is the largest 3rd party commercial property manager in BC. The company manages and leases a portfolio in excess of 18 million square feet of office, retail, industrial and residential properties. We strive to create real value for people and places. We aim to elevate the process and build community in the places and people we serve. In turn, we foster a people-first culture to encourage personal and professional development.

**PCI DEVELOPMENTS**

PCI Developments is a real estate developer and investor with a longstanding history in Metro Vancouver. Having been in business for over 40 years, we have had the privilege of bringing over 70 properties of all different sizes, uses and locations to life. We are passionate about creating complete communities where people live and work. In addition, we bring together a team of professionals with diverse and complimentary backgrounds and place a strong focus on professional development and collaboration.

Please read below for the specific responsibilities.

**Specific Responsibilities**

The responsibilities of this position will include, but not be limited to, the following:
**Executive Assistant Duties**
- Expense report preparation and reconciliation for senior management.
- Arrange travel and other reservations for senior management and particular managers, when applicable.
- Management, coordination and execution of documents on behalf of senior management team
- Coordinate client meetings and catering for senior management
- Coordinate internal management meetings for senior management as required

**Office Management Duties**:

- Oversee day-to-day office operations, working effectively with staff from various departments.
- Implement initiatives and events to foster a positive work environment and strong corporate culture.
- Manage office space allocation, layout and facilities management.
- Manage office procurement, budgets and expenses.
- Organize and coordinate corporate special events and staff social functions for both companies.
- Coordinate the company’s involvement in tradeshows including travel and accommodation arrangements.
- Coordinate corporate involvement in non-profit fundraising and events.
- Document all real estate licenses and association memberships and ensure all are in good standing.
- Assist in onboarding of new office personnel.
- Act as the first aid attendant and fire warden for the office (requires maintenance of certification and training)
- Manage and mentor office administrative staff (temporary and full-time)
- Draft and distribute company-wide announcements and memos - Manage and maintain meticulous organization of both physical and digital files, implementing efficient systems to ensure easy access and retrieval for all team members
- Order office furniture, office supplies, stationery, business cards and leasing signs for office and site offices.
- Manage the service contracts of mobile phones, office equipment such as phone system, photocopiers, postage machine and computers.
- Assist in troubleshooting office equipment including cellular devices and coordinating with IT to resolve office related issues when necessary.
- Oversee the tracking of all office related equipment including access cards, parking fobs, and lockers provided to staff.
- Code and submit corporate invoices for payment including chargebacks to properties.
- Follow-up and track corporate legal matters and insurance claims.
- Assist in security management for head office premises, including assigning keys and alarm codes for approved personnel
- Manage the coordination of office renovations when applicable.
- Assist with the maintenance and set up of office software programs such as Skedda, Teams and Zoom)
- Assist with special office projects and other duties as required
- Coordinate vacation coverage for reception, and do coverage as may be required

**Qualifications**

To be successful in the Office Manager position, an individual must be committed to developing, maintaining and demonstrating the following:
**Education and Experience**
- Degree or diploma in a related field is preferred
- Minimum five (5) years of related experience in administration or office management
- Fluent in English, both written and verbal. Fluency in another language is an asset.
- An established track record of excellent team management

**Competencies**
- Dedicated to fostering a thriving workplace culture through effective leadership, collaboration, and employee development initiatives.
- Exceptional interpersonal skills, with the ability to build positive relationships with colleagues, and vendors.
- Ability to present and communicate ideas and concepts at all levels of an organization and to different audiences.
- Ability to independently research, learn, understand and implement new technologies.
- Practical judgement and strong decision making skills
- Excellent communication skills, both writt

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