Office Services Ambassador

2 months ago

Vancouver, British Columbia, Canada QuadReal Full time

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, operating and development company headquartered in a major North American city. Its assets under management total $73.8 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating companies in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

Job Summary

The Office Services Ambassador role works cooperatively with the office services team to provide full reception, customer service and administrative support to QuadReal's corporate head office.

As the first point of contact for all visitors, clients and colleagues, the role is to be the brand ambassador for QuadReal, promoting values and service excellence in all activities and duties.

Key Responsibilities

  • Answer all calls, both internal and external and direct them to the appropriate person
  • Meet & greet all visitors to reception and announce their arrival to the appropriate contact
  • Assist visitors as required (printing, sending faxes etc.).
  • Manage access cards and parking passes
  • Liaise with administrative assistants regarding external catering services and assist when needed
  • Coordinate with administrative assistants to ensure meeting rooms are kept tidy and in a suitable condition at the end of each meeting
  • Manage the meeting room calendars, assist in finding space. Resolve space conflicts/requirements and help book meeting rooms for both client and internal meetings
  • Update the Office Services Calendar and Team Chat with relevant information to ensure smooth and efficient reception backup/coverage
  • Coordinate with IT to ensure equipment is functioning in all meeting rooms and that they have up-to-date IT guides
  • Monitor the Office Services inbox, and circulate requests to relevant team members
  • Prepare and process courier requests for local, national and international packages
  • Process expenses and invoices through the company's financial system to ensure timely payment of suppliers
  • Preparation and circulation of office announcements for upcoming events, office maintenance and general reminders
  • Order and distribute the weekly fruit deliveries for the corporate office
  • Assist office services team with planning events (annual Holiday Party, Breakfast with Santa, Pop-up Events, etc).
  • Other duties as assigned

Requirements

  • Previous experience in a related reception, customer service and administrative role
  • Ability to communicate effectively, both verbally and written
  • Able to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality
  • Experience working effectively across time zones
  • Ability to allocate time effectively, work under pressure and manage tight deadlines
  • Handle multiple demands, competing priorities and adapt to new ideas and constant changes
  • Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively
  • Intermediate knowledge of Microsoft 365; advanced proficiency in spelling, punctuation and grammar and typing minimum speed of 60 WPM.

QuadReal Property Group is an equal opportunities employer and welcomes applications from diverse candidates. We are committed to creating a workplace that is inclusive and respectful of all employees. If you require accommodation at any time throughout the hiring process, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

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