Office Coordinator

At Greater Vancouver REALTORS® (GVR), we’re passionate about leading professionalism and innovation in real estate. Our award-winning team works hard, has fun, and enjoys the best view in the city from our Spruce Street office. Our 15,000 REALTOR® members trust GVR to provide the tools, services, and support they need to provide the best service to their clients. We deliver trusted market insights, advocacy, professional education, and cutting-edge technology solutions to help our members thrive in an ever-evolving industry. At GVR, we are proud to champion excellence, transparency, and sustainable housing solutions while shaping the future of real estate.

**Position summary**:
This role supports the organization by providing reception and meeting coordination support, liaising with property management for day-to-day building operations issues, handling of incoming & outgoing mail/deliveries, maintaining inventories of office & meeting supplies and administration of room rentals and contract tracking processes.

**Key responsibilities**:

- Acknowledge and greet visitors and provide directions to specific areas of the Board’s premises as needed
- Handle general telephone inquiries
- Maintain visitor log including signing in contractors and issue key cards, monitoring for return at end of job
- Receive courier and supplier deliveries and distribute appropriately
- Dispatch courier services
- Handle incoming and outgoing mail & parcels - distribute incoming, operate postage and parcel systems for outgoing, walk items to mailbox or post office
- Open and scan cheques to Accounting.
- Onsite liaison with property management building personnel handling day to day building operations issues as they arise - reporting, providing access to rooms, monitoring and reporting any emerging issues.
- Office and meeting supplies - monitoring inventory, tracking usage and ordering appropriately, distribution and stocking in designated areas.
- Set up meeting rooms with necessary equipment and supplies for meetings, education and training events.
- Clear and re-organize meeting rooms following meetings.
- Liaise with meeting arrangers regarding catering and other meeting needs and to ensure meeting requirements are communicated and met.
- Work with caterers for delivery and set up of any catering required for meetings.
- Daily check of all meeting rooms and kitchens to ensure they are stocked with required supplies (coffee, tea, sugar, stir sticks, dishes, mugs, glasses, etc) and replenish as needed.
- Create and place meeting signage in elevators at the end of each day.
- Maintain inventory of clean linen supplies.
- Facilitate meeting room rentals process by:

- Handling inquiries and provide info about meeting spaces available
- Maintaining booking calendar
- Handling the booking/contract process - book space, prepare room rental contracts, obtain signatures and other required documents such as insurance, liquor/serving licenses if applicable.
- Handling the payment process - request/receive any deposits and payments due.
- Working with renters regarding room setup requirements and arrange for appropriate staff to assist where necessary
- Inspecting meeting rooms post-rental and arrange for refund of damage deposits where applicable or communicating if issues are found.
- Be the onsite contact for any room rentals (may occasionally be outside of regular business hours)
- Maintain contract tracker - review and enter new or updated contract details in Tracker, manage filing system, regular review of trigger dates and notification to contract managers of upcoming dates to be aware of.

**Qualifications, skills, and experience**:

- 3+ years of experience in administration or office coordination.
- Proficiency in Microsoft Office, particularly Word and Excel.
- Strong verbal and written communication skills
- Ability to work effectively in a fast-paced environment
- Detail-oriented and highly organized with strong multi-tasking skills
- Comfortable working cross-functionally and independently.

**Preferred Qualifications**:

- Experience with the logistics in the coordination of meetings.
- Familiarity with REALTOR® associations or the real estate industry is an asset, but not required

**Other**
- Must be legally authorized to work in Canada, with a preference given to Canadian citizens and permanent residents.
- Due to nature of the role, it may occasionally require working outside of standard business hours (9:00am-5:00pm).
- This is a fully in office role, Monday to Friday

We offer a competitive compensation and benefits package (salary range $56,000 - $65,000), and a supportive and inclusive culture and work environment.

Join us in creating innovative solutions that drive success for our members while advancing your career as an **Office Coordinator.**

Compensation details listed in this posting reflect the range of pay. Individual pay is determined by skills, qualifications, experience, and location.

Pay: $56,000.00