Administrative Co-ordinator

**Position**: Administrative Coordinator
- **Reports to**: Managing Brokers
- **Work Hours**: 9 am to 5 pm, Monday to Friday (Full time)
- **Location**: South Surrey, BC

**Position Summary**:
The employee will work with the Fraser Valley management team to ensure ongoing efficiencies within the six offices (South Surrey/White Rock, North Delta, Langley, Maple Ridge, Coquitlam and Kelowna), serve as a point of contact and link between management, staff, agents and head office to maintain clear and timely communication. They handle clerical and administrative duties, analyze and improve office processes and policies, and ensure that the office operates smoothly.

**DUTIES AND RESPONSIBILITIES**

**Agent Responsibilities**

**A. **Onboarding and office orientation of new agents, including licensing paperwork, and ordering business cards and signage and Oversight of office Programs/Services, including:
**o Terra Firma**
- Ensure efficiency of the turnaround on completed reports
- Facilitate Option 2 plan agents moving onto the program for $40
- Onboard new agents to program

**o Skyslope**
- Oversee agent participation and comfort using the program
- Assist with/arrange additional training as required

**o Head Office Programs**
- Ability to find and answer questions from macresources.ca and redirect to the appropriate person at head office

**B.** Promote and expand current office discount programs, including:

- The Brick
- Cloverdale Paint

**C.** Assist with office production expectations
- Formulate and send out annual letter announcing targets
- Formulate and send out quarterly reports
- Notify management of agents who are falling behind; facilitate meetings

**Office Responsibilities**
- Assist with office Attraction Meetings, including:

- Ensure the experience meets/exceeds agent expectations, from initial meeting to finality
- Co-ordinate with staff to ensure boardrooms are reserved for meetings and packages are prepared
- Communicate with Front Desk Administrators to ensure positivity in their position and notify management of any observed concerns or recommendations
- Back up for the Front Desk Administrators including Skyslope, Terra Firma, LoneWolf and reception duties, as needed and including vacation coverage
- Work with Head Office Marketing team to execute local office marketing activities
- Develop and post social media content to the office’s Instagram channel(s). Includes writing and creating images to post and using Macdonald Online Marketing Centre to share listings.
- Provide support on neighbourhood Mail and Addressed Admail for agents, as needed
- Assist management with their growth and/or development plans moving forward eg. Office renovation
- Securing vendors, contractors, etc.
- Monitor timelines & cost
- Organize events, in addition to office meetings and tours (in person or on Zoom)
- Hosting, registration, back end support of online events with Zoom
- Ongoing assessment of office systems to ensure maximum efficiency

**QUALIFICATIONS & SKILLS**
- Grade 12 education required
- 1+ years of administration experience and training, or a combination of both
- Must have excellent verbal and written communication skills
- Must have excellent interpersonal skills and telephone etiquette
- Must demonstrate and maintain a high standard of service and professionalism at all times
- Proficient with Microsoft Office programs such as Word, Excel, Outlook, etc.
- Must be able to multitask and work in a fast-paced environment
- Able to self-motivate and work independently
- Quick learner and not afraid to adapt to new technology
- Proper business attire required
- Drivers license and vehicle access

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

**Salary**: $45,000.00-$50,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday

COVID-19 considerations:
All our offices follow protocol developed to follow the recommendations and requirements of the Government of Canada, the Government of BC, and WorkSafeBC. These protocols may be modified as additional information and recommendations are put forth.

Work Location: One location